Administrative Assistant

HCA Healthcare; Nashville (TN); On-site; USD 42,000 - 64,000; Full time

Job summary

HCA Healthcare is seeking an ITG Administrative Support professional in Nashville to provide calendar management, meeting coordination, and confidential administrative support. This role requires strong organization, communication, and cross-team collaboration within a healthcare environment.

Responsibilities include scheduling, travel arrangements, expense reporting, and creating/maintaining SharePoint workspaces, Planview and HealthStream duties as needed.

Qualifications

• Bachelor's degree preferred.
• Experience in administrative support is desirable.
• Proficiency in Microsoft Office and calendar tools is required.

Responsibilities

• Manage multiple Outlook calendars, schedule meetings, and resolve conflicts.
• Coordinate logistics for meetings and events, including external events.
• Assist onboarding of new employees, contractors, and vendors.

Skills

Calendar management

Meeting coordination

Confidentiality

Organization

Communication

Multi-tasking

Teamwork

Education

Bachelor's Degree - Preferred

Tools

Outlook

Planview

Healthstream

SharePoint

Excel

Word

PowerPoint

AMEX reconciliation tool

Job description

Experience the HCA Healthcare difference where colleagues are trusted, valued members of our healthcare team. Grow your career with an organization committed to delivering respectful, compassionate care, and where the unique and intrinsic worth of each individual is recognized.

Job Summary And Qualifications

As part of the ITG Administrative Support Team, this position provides administrative support to assigned AVPs, management, and staff. Teamwork, organizational skills and confidentiality are essential. Maintains Outlook calendars and email as assigned. Schedules meetings (internal/external to the organization) as requested. Flexible in supporting any office projects needing extra attention due to specific deadlines. Assists other administrative support staff in projects and cross-coverage as needed.

Major Responsibilities

• Manage multiple Outlook calendars, schedule meetings/events using judgment to resolve conflicts.
• Coordinate and arrange logistics for various meetings/events and external events including meetings, conferences, entertainment, receptions, and dinners.
• Serve as primary contact for office deliveries/mail, office supplies, maintenance issues, equipment requests, new hire set up, etc. Assist in onboarding new employees, contractors and vendors.
• Track and report on space utilization in assigned area of responsibility
• Maintain Outlook distribution lists
• Review and allocate expenses through the amex@work reconciliation tool monthly.
• Provide general administrative support, including making copies, filing, answering phones, delivering mail, sending faxes, drafting and typing correspondence, spreadsheets, presentations, etc.
• Order supplies for department; monitor associated expenses in relation to the budget
• Arrange travel as needed, including booking and creating itineraries. Prepare expense reports upon request
• Report PTO for assigned area of responsibility on a monthly basis.
• Attend meetings, draft meeting minutes and distribute outcomes as requested.
• Produce reports as needed from Planview and Heathstream. Assign courses and learning events.
• Create and maintain SharePoint teamrooms as needed
• Records management
• Ability to handle confidential information appropriately
• Proficient at Microsoft Word, Excel, Outlook and Power Point.
• High degree of flexibility required
• Good interpersonal skills
• Good organizational skills
• Ability to multi-task and work independently with minimal supervision
• Detail oriented
• Ability to effectively communicate
• Ability to work and participate in a team environment within and across departments. Demonstrate service oriented mindset.
• Some overtime may be required

EDUCATION

• Bachelor's Degree - Preferred

Experience

• 1 or more year(s) of experience in administrative support - Preferred
• Or equivalent combination of education and/or experience could be considered

Benefits

• 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 disability coverage and leaves of absence
• Savings and retirement resources, including a 401(k) Plan with a 100% match on 3% to 9% of pay (based on years of service), Employee Stock Purchase Plan, flexible spending accounts, preferred banking partnerships, retirement readiness tools, rollover support and financial wellbeing counseling
• Education support through tuition assistance, student loan assistance, certification support, dependent scholarships and a partnership with Galen College of Nursing
• Additional benefits for fertility and family building, adoption assistance, life insurance, supplemental health protection plans, auto and home insurance, legal counseling, identity theft protection and consumer discounts

Learn More About Employee Benefits

Note: Eligibility for benefits may vary by location.

HCA Healthcare has been recognized as one of the World's Most Ethical Companies by the Ethisphere Institute more than ten times. In recent years, HCA Healthcare spent an estimated $3.7 billion in cost for the delivery of charitable care, uninsured discounts, and other uncompensated expenses.

\"There is so much good to do in the world and so many different ways to do it.\"- Dr. Thomas Frist, Sr.

HCA Healthcare Co-Founder

We are an equal opportunity employer. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.