Your Role

As an Executive Assistant, you support the organization by partnering with the leaders of the respective team/s to provide administrative and operations support while working to leverage the time of their executive/s and laboring to facilitate movement in scheduling/tasks/projects toward the team’s operational goals.

Primary Functions of the Executive Assistant Include:

• Coordinate and/or arrange meetings, conference calls, web presentations, and travel schedules while resolving conflicts and projecting the schedule out at least 3 months in advance
• Coordinate and manage travel for executives, following Honest’s travel and expense policies
• Facilitate clear, brief, and productive internal and external communication and correspondence, ensuring “asks” are clearly stated and appropriate stakeholders are brought into conversations
• Work to gather materials (i.e. agendas, dashboards, data points, updates, etc.) and disseminate the information to leaders at least 48 hours prior to meetings/calls when they will be discussed
• Assist Honest with administrative projects affecting your team, the office/s, and the role
• Gather material from various sources to create first drafts of presentations and documents, which may be used internally and/or externally, ensuring the materials are aligned with Honest’s marketing brand
• Manage internal and external deliverables for the executives you support, tracking deadlines and following up with others to ensure deadlines are met
• Conduct research, plan, and execute tasks needed for company events
• Manage leader’s internal and external Microsoft contacts
• Act as point-person during leader talent searches, coordinating calendars and travel of candidates as needed
• Manage expenses on behalf of leaders following Honest’s expense and reimbursement policies.
• Assist with planning, organizing, and arranging new colleague onboardings as requested
• Support shared coverage of the Nashville office, to include but not be limited to general office work, answering calls, greeting visitors, stocking and delivering supplies, ordering lunch, sorting and delivering mail, etc.
• Available for travel 1-2 times per year, when needed
• Perform other related responsibilities as assigned

How You Qualify

You reviewed the Who You Are section of this job posting and immediately felt the need to read on. This makes you a match for our innovative culture. You accept things change quickly in a startup environment and are willing to pivot quickly on priorities.

• Bachelor’s degree in healthcare administration, business, or similar field OR equivalent work experience required
• PMI-approved Certification in Project Management preferred
• 5+ years of business administration experience, working in a fast-paced start-up environment, in the healthcare industry preferred
• Possess strong interpersonal skills to handle sensitive situations and confidential information, exercising discretion and the ability to determine individuals who should be included in conversations
• Ability to multi-task and prioritize workload in a fast-paced environment, operating independently under limited supervision
• Ability to prioritize tasks with competing deadlines
• Communication Skills - Excellent written and oral communication skills to be able to communicate with internal and external individuals at all levels of organizations
• Creative and persistent problem solver, avoiding routine use of colleagues as a first-resource, and instead, quickly and independently research and seek solutions
• Ability to conduct online research, discerning the validity and relevance of online material
• Adept at moving conversations forward toward an end goal, while keeping stakeholders engaged and content with the pace of progress
• Experienced in leading productive meetings/calls, encouraging collaboration, building consensus, as well as establishing deliverables and designating parties responsible for their execution
• Expert in Microsoft Office Suite, including intermediate Word, Excel, PowerPoint and Outlook
• Ability to perform intermediate IT troubleshooting without supervision
• Proficiency with computers, fax machines, printers, copiers, conference call set-up, scanners, mobile phone/email devices, organization skills, acting as a host for guests, etc.
• Use various software programs to create dashboards, mail merges, administer surveys, manipulate formats to best fit the data to be presented, add signatures, and manage SharePoint, as requested