Administrative Assistant Nashville, TN

STI; Nashville (TN); On-site; USD 42,000 - 56,000; Full time

Job summary

STI is seeking a detail-oriented Administrative Assistant for the Maternal Health Section to support program directors and teams. You will help ensure smooth daily operations and effective internal and external communication.

The role requires strong organizational skills, proficient use of MS Office and scheduling tools, and the ability to manage confidential information with discretion. You will coordinate meetings, draft correspondence, and assist with reports and special projects.

Qualifications

• High school diploma or GED required; additional Office Administration training preferred.
• Strong organizational and time management skills with ability to prioritize tasks.
• Excellent written and verbal communication skills.
• 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.

Responsibilities

• 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.

Skills

Scheduling

Communication

Organizational skills

MS Office

Confidentiality

Education

High school diploma

Office Administration coursework

Tools

Outlook

Excel

PowerPoint

Job description

Job Purpose: Client eeks 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.

Key Responsibilities

• 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.

Qualifications And Skills

• 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.

Minimum Requirements

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