Strategic Executive Assistant & Office Manager

Summit Healthcare Management, LLC; United States; On-site; USD 65,000 - 90,000; Full time

Job summary

Summit Healthcare Management seeks an Executive Assistant / Office Manager in Franklin, TN to support the Executive Team, coordinate board activities, publications, and special events. The role includes payroll, scheduling, filing, and handling confidential information.

Responsibilities include calendar management, meeting planning, office operations, vendor relations, and producing presentations. Strong MS Office skills and discretion are essential to succeed in this role.

Qualifications

• High School Diploma or equivalent; Bachelor’s degree preferred.
• Five or more years of job-related experience; preferably supporting the CEO or executive team.
• Advanced computer skills including Microsoft Office; especially Word, Excel, and PowerPoint.
• Accurate typing of 80+ words per minute.
• Knowledge of office administration procedures with the ability to operate most standard office equipment.
• Excellent communications and interpersonal skills required.

Responsibilities

• Provides daily support to the Executive Team Members.
• Organizes activities such as meetings, travel and conferences.
• Maintains schedules and calendars for the executive team as assigned.
• Plans and prepares materials for the quarterly board meetings, monthly operating reviews, departmental conferences, etc.
• Documents and distributes departmental meeting minutes.
• Serves as Office Manager for the corporate office, coordinating office space and responsibility for office support and equipment vendor relationships.
• Performs desktop publishing; creates and develops visual presentations.
• Establishes, develops, maintains and updates filing system.
• Retrieves information from files when needed.
• Organizes and prioritizes large volumes of information and calls.
• Sorts and distributes mail.
• Opens mail for the team.
• Drafts written responses or replies by phone or e‑mail when necessary.
• Responds to regularly occurring requests for information.
• Answers phones, takes messages or fields/answers all routine and non‑routine questions.
• Works in cooperation with other system development assistants to cover phones.
• Acts as a liaison with other departments and outside agencies, including high‑level staff such as hospital management, Human Resources and other team members.
• Handles confidential and non‑routine information and explains policies when necessary.
• Works independently and within a team on special non‑recurring and ongoing projects.
• Acts as project manager for special projects which may include planning and coordinating multiple presentations, disseminating information, organizing large scale company events.
• Types and designs general correspondences, memos, charts, tables, graphs, business plans, etc.
• Proofreads copy for spelling, grammar and layout, making appropriate changes.
• Responsible for accuracy and clarity of final copy.
• Monitors, analyzes and processes expense reports sending to accounts payable.
• Processes check requests for payment.
• Collects and processes timesheets, vacation and sick leave requests for executive team.
• Tracks and updates the facility listing and daily census and FTE reporting from facility.

Skills

Executive support

Scheduling

Communication

Office coordination

Meeting planning

Confidentiality

Education

High School Diploma

Bachelor’s degree preferred

Tools

Microsoft Office

Job description

Summit Healthcare Management seeks an Executive Assistant / Office Manager in Franklin, TN to support the Executive Team, coordinate board activities, publications, and special events. The role includes payroll, scheduling, filing, and handling confidential information.

Responsibilities include calendar management, meeting planning, office operations, vendor relations, and producing presentations. Strong MS Office skills and discretion are essential to succeed in this role.