Administrative Assistant - Nashville, TN

Overview

Job Purpose:

Client seeks a detail-oriented Administrative Assistant for the Maternal Health Section. This position will provide essential administrative support to the Section’s program directors and their teams, ensuring smooth daily operations and effective communication within and outside the program.

• Scheduling and Coordination:
  Coordinate meetings, appointments, and events for program directors; help organize and optimize schedules to enhance productivity and efficiency; help with arranging travel and accommodations; create and distribute meeting agendas and supporting documents promptly.
• Communication and Liaison:
  Serve as an additional point of contact for internal and external inquiries; facilitate communication between program staff, partners, and external contacts; draft and distribute correspondence, emails, and memos on behalf of the program directors; develop and maintain a comprehensive contact list of partners and other key contacts, ensuring it is up-to-date and accessible.
• Administrative Support:
  Assist in preparing reports, presentations, and documentation; maintain organized filing systems for program-related documents; handle routine administrative tasks as instructed by program directors; conduct regular check-ins to ascertain weekly priorities and project statuses; assist with vendor contracts; scan physical documents into digital format.
• Support During Absences:
  Provide backup support for key administrative tasks during staff absences; ensure continuity of operations during temporary vacancies.
• Special Projects and Initiatives:
  Assist in the coordination of special projects and events as assigned; collaborate with other administrative staff to support cross-functional initiatives; organize and prioritize tasks to support efficient workflow and project management; take detailed meeting notes and facilitate post-meeting information sharing; communicate upcoming due dates and deadlines; coordinate catering and manage logistics for in-person meetings.

• Proven experience in administrative support roles, preferably in a fast-paced environment.
• Strong organizational and time management skills with the ability to prioritize tasks.
• Excellent communication skills, both written and verbal.
• Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and scheduling software.
• Ability to handle confidential information with discretion.
• Attention to detail and problem-solving skills.
• Flexibility and adaptability to changing priorities and situations.

• High school diploma/GED required, additional qualifications in Office Administration or related field preferred.
• Previous experience in a similar role is advantageous.