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Administrative Assistant

There are two unique aspects to this role. This new team member will train under our Executive Administrator, then fulfill the role and duties of the Executive Administrator while she is on family leave for 12 weeks and then upon her return, that role will be divided into the two colleagues for an even split.

Jarrard Phillips Cate & Hancock is proud to serve the healthcare industry, with a mission to make healthcare better. We’re a strategic communications consulting firm devoted to helping healthcare leaders in the provider space succeed in high-stakes moments, having helped leaders in more than 600 healthcare organizations across the country tackle the toughest challenges and transform their organizations.

Our firm is skilled in serving the unique needs and challenges of industry segments which include large, national health systems and academic medical centers, regional and community health systems and groundbreaking health services companies.

This important work with our clients is supported by an internal infrastructure referred to as our Professional Services Team (PST). The PST is comprised of colleagues who view the firm and each other as our internal ‘clients’, lending support and administrative services that help keep the firm running smoothly.

We are seeking to add a key team member to our PST – an Office Administrator. There are two unique aspects to this role. This new team member will train under our Executive Administrator, then fulfill the role and duties of the Executive Administrator while she is on family leave for 12 weeks and then upon her return, that role will be divided into the two colleagues for an even split.

Key responsibilities include partner-level support for travel plans, heavy scheduling for meetings and calendaring, travel expense reconciliation and proficient knowledge of Microsoft Office 365 suite of tools. Office administrative duties include food & beverage inventory/stock, general office supply management and coordination with building management for ongoing management, as well as in-office meeting support.

Primary Responsibilities:

PARTNER SUPPORT

  • Travel
  • Internal and external scheduling
  • Client meeting support (technology, preparation, etc)
  • Other tasks as needed

OFFICE MANAGEMENT

  • Onsite meeting support for colleagues and/or client sessions
  • Supply management/inventory (snacks, beverages, kitchen management)
  • Postage machine/printer/general office equipment support
  • Maintain fountains/plants; manage plant vendor
  • Building management coordination

TRAVEL COORDINATION

  • Manage all work-related travel for colleagues, including air, hotel, car, etc
  • Expense reconciliation in coordination with our accounting team

SCHEDULING

  • Senior-level support with all internal and external meetings and calendaring

CANDIDATE EXPERIENCE SUPPORT

  • Work with VP, Talent to support interviewing schedules and preparation for interviews
  • Friendly and welcoming face of the firm for new potential colleagues

OTHER

  • Support our Business Development team for a positive prospect experience (scheduling, gifts/referrals)
  • Manage the firm’s resources such as paid Subscriptions, Systems support (BambooHR, Robin, Zoom, Survey Monkey, Mentimeter)

Qualifications for this position:

  • Proficient in Microsoft Office 365 – we utilize Microsoft Teams, Outlook, PowerPoint heavily as well as Zoom, webex, etc.
  • 3-5 years of experience in providing administrative support and office management, in particular with senior level/partners. Must possess decorum, confidentiality and confidence.
  • As a communications firm, strong communication skills are a must – email and written communication as well as being articulate and succinct in oral communications when dealing with busy executives.
  • Our list of desired attributes are firm, but succinct:
    • Helpful, get-it-done attitude
    • Confident, eager to surprise and delight
    • Servant’s heart
    • Creative problem solver, able to multi-task with the best of them
  • Jarrard is currently operating in a hybrid work model – with most colleagues expected to be in the office two days a week. This particular role is expected to be in the office a minimum of three days a week, and at times, may be requested to be there more as needed. Our partners are all based in Nashville as is approximately 60% of the firm, so this role must be based in Nashville.

What you can expect from us:

  • An inclusive and collegial workplace with understanding, innovative co-workers who care as much as you do about getting the work right
  • Encouragement to ask probing questions and openness to new ideas
  • Investment in your growth and development via our competency-based talent development platform
  • Competitive pay and benefits

At Jarrard, we pride ourselves on building a diverse workforce. We value and celebrate the uniqueness of individuals and the different perspectives the provide. We offer equal opportunity employment regardless of race, color, religion, gender identity or expression, sexual orientation, national origin, genetics, disability status, age, marital status, or protected veteran status. Jarrard Inc is a member of The Chartis Group

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