Associate Executive Assistant - Onsite at Monroe Carell Jr. Children’s Hospital, Nashville TN

Discover Vanderbilt Health:
With eight hospitals and over 180 clinics, we are the region’s largest comprehensive academic health system. Vanderbilt Health has a long tradition of providing world-class care to the people of the Mid‑South, living out our mission of moving medicine forward through preeminent programs in patient care, education and research. Here you’ll find a spirit of collaboration and a supportive community where your expertise is valued, your knowledge expanded and your uniqueness celebrated.

We are committed to fostering an environment where talented, compassionate people are united in bringing the most advanced care to our neighbors throughout the region.

Organization:

Job Summary:

The Executive Assistant provides high‑level administrative support to the Chief of Staff, and Executive Vice President. This role is responsible for managing administrative calendars and coordinating meetings, travel arrangements, and expense reporting. The Executive Assistant plays a key role in facilitating executive operations by drafting professional correspondence, preparing communications, and ensuring organizational alignment through the creation and upkeep of org charts.

Additionally, this position supports event‑related activities by designing materials such as flyers and coordinating logistics. This role requires discretion, strong organizational skills, and the ability to provide seamless, proactive support in a fast‑paced executive environment.

Hours:

7:30am - 4:00pm CST, Monday - Friday.

• Healthcare industry experience preferred
• Demonstrated interest in learning and adopting new technologies, including familiarity with AI tools
• Prior experience working within the organization strongly preferred
• Proven experience supporting senior‑level executives
• Excellent written and verbal communication skills
• Strong computer proficiency, including Microsoft Office and related tools
• Experience with Workday or similar systems
• Personable, professional demeanor with strong interpersonal skills
• Advanced calendar management and scheduling expertise
• Exceptional attention to detail and organizational skills
• Adaptable and flexible, with the ability to pivot quickly in a fast‑paced environment

• Performs key administrative functions which may include serving as representative of the organizational area.
• Ensures data/records are created and maintained to document financial, planning, correspondence, procedures, processes and other information.
• Compiles data, analyzes information and summarizes findings in support of an area.
• Prepares reports and other documentation as requested.
• The responsibilities listed are a general overview of the position and additional duties may be assigned.

• Human Resources Policies and Procedures (Fundamental Awareness):
  Knowledge, adherence and application of human resources policies and procedures.
• Ad Hoc Reporting (Intermediate):
  The ability to access information from databases and prepare reports.
• Clerical/Administrative (Intermediate):
  Clerical/Administration is a skill which includes most clerical and administrative functions typically carried out by secretaries, administrators and others who perform a clerical role. Among the duties are:
  Ad Hoc Reporting, Calendar Maintenance, Data Entry, Document Duplication, Document Filing and Maintenance, Document Preparation, Employee Record Maintenance, Employee Time Recording, Faxing and Electronic Mailing, Inventory Management, Mail Sorting and Distribution, Meeting Coordination and Scheduling, Message Management, Receptionist Tasks, Special Projects, Spreadsheet Preparation, Travel Arrangements, and Word Processing and Typing.
• Data Analysis (Intermediate):
  The ability to analyze data in an accurate manner.
• Financial Processes (Novice):
  Ability to monitor costs, expenses and revenue as well as the ability to manage those costs and expenses in relation to budgeted amounts.

Our professional administrative functions include critical supporting roles in information technology and informatics, finance, administration, legal and community affairs, human resources, communications and marketing,…