Associate Executive Assistant - Tech-Savvy & Program Management Expertise | Onsite, 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 serves as a trusted partner to leadership, ensuring seamless management of administrative operations and enabling executives to focus on strategic priorities.

A primary responsibility of this position is complex calendar management, including prioritizing competing requests, coordinating meetings, adapting to shifting priorities, and proactively managing executive schedules with minimal direction. The Associate Executive Assistant is expected to exercise sound judgment, anticipate needs, make recommendations, and independently resolve challenges while maintaining a high level of professionalism and discretion.

The ideal candidate is a relationship builder with excellent written and verbal communication skills, strong technical proficiency, and the flexibility to adapt quickly to changing business needs. Candidates should demonstrate a proactive approach to problem-solving, resourcefulness, and the ability to work independently without requiring extensive direction.

This is an excellent opportunity for an administrative professional who enjoys being a strategic partner to executive leadership, thrives in a dynamic environment, and takes ownership of helping leaders operate at their highest level.

Hours:

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

Preferred Skills & Experience Experience supporting senior-level executives in a high-volume, fast-paced environment

Advanced calendar management and meeting coordination experience

Strong written and verbal communication skills

Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams

Experience with Workday or the ability to quickly learn new systems

Experience with Visio, REDCap, and AI tools

Strong organizational skills and exceptional attention to detail

Ability to prioritize competing demands and adapt to frequent changes

Proven problem-solving skills and independent decision-making ability

Professional demeanor with strong relationship-building capabilities

Healthcare industry experience KEY RESPONSIBILITIES
• 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.

TECHNICAL CAPABILITIES
• 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…