Senior Admin Assistant

Location: 2000 Health Park Drive, Brentwood, TN

Do you want to join an organization that invests in you as a(an) Senior Admin Assistant? At HCA Healthcare, you come first. HCA Healthcare has committed up to $300 million in programs to support our incredible team members over the course of three years.

• To provide administrative support to the assigned department, primarily supporting the CAO of Anesthesia and 2 Director of Operations.
• Coordinate calendars, schedule meetings/events on their behalf and assist in coordination of various team meetings/events
• Serve as primary contact for department guests and assist with meeting planning, including making arrangements for meeting rooms, refreshments, AV equipment, etc., as needed, and facilitate inquiries into department by all constituents
• Serve as primary contact for office deliveries/mail, office supplies, maintenance issues, equipment requests, new hire set up, etc.
• Code and coordinate all invoices through the approval process, working closely with company accounting function
• Maintain copies of all invoices and statements within vendor files, e.g., publishers, vendor discount partners, affiliates, etc.
• Prepare month end reports and submit time usage for Kronos
• Coordinate monthly communications with leaders, employer clients, and others, as directed
• Develop and maintain accurate team/directors/employer contact lists, including addresses (email & physical), phone numbers, etc.
• Provide general administrative support, including creating labels for packages/letters to be mailed and ensuring parcel drops, making copies, filing, answering phones, delivering mail, sending faxes, drafting and typing correspondence, etc.
• Assist with vendor relations program, including research/investigation of vendor credibility, prospective vendors, initial phone contacts, maintenance of vendor database and disposition files, vendor contracts and correspondence, and information about cross-branding opportunities. Track members obtained through designated vendor programs (if applicable)
• Assemble and keep track of monthly performance reports from department managers for executive leadership
• Assimilate and record designated member and participant statistics and reports and maintain in an orderly and accessible place
• Prepare information packets for prospective members, affiliates, vendors, etc.
• Develop and maintain filing system for department correspondence
• Assist with proofreading and editing department documents
• Order supplies for department; monitor associated expenses in relation to the budget
• Arrange leader travel as needed, including booking and creating itineraries. Prepare expense reports upon request
• Assist with presentations for the board, key clients, and prospects, including assembling sales packages
• Assist other departments with needs, as directed
• Demonstrate a mature approach and commitment to work
• Adhere to Code of Conduct, HIPAA guidelines, and member confidentiality of PHI
• Perform other duties as required by management
• Adheres to all company policies, procedures and business ethics codes and ensures they are communicated and implemented within customer clinics and programs.

• High School Graduate/Equivalent required
• College Graduate preferred
• 3+ years of experience as an Admin Assist required

HCA Healthcare, offers a total rewards package that supports the health, life, career and retirement of our colleagues. The available plans and programs include:

• Comprehensive benefits for medical, prescription drug, dental, vision, behavioral health and telemedicine services
• Wellbeing support, including free counseling and referral services
• Time away from work programs for paid time off, paid family leave, long- and short-term…