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
• Manage travel for executives: arranging travel within Honest’s policies, proactively checking transit status (flight and train for delays), outlining ‘travel time’ in calendars, providing driving directions, checking-in leaders for departures, notifying impacted parties (accompanying team members for meetings and those the executive will be traveling to meet) of delays, and coordinating travel along with other administrative support colleagues to include consolidating travel when applicable
• 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
• Present supported executives with bios and photos of external leaders they will be meeting with for the first time, as needed
• Present executives with suggestions to help leverage their time and improve their administrative efficiency, on (at least) a quarterly basis
• 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
• 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
• Manage internal and external deliverables for the executive’s you support, by organizing tasks, tracking deadlines as well as parties responsible for completing components, providing reminders, and offering to take on work needed and remove obstacles to ensure deadlines are met
• Partner with senior leaders to provide email screening, to include but not be limited to: create mailbox organization, draw attention to time-sensitive emails, remove spam, track deliverables, and respond with the leader’s scheduling availability
• Provide event support, by way of creating drafts of materials, coordinating presenters, budget tracking, researching vendor costs, negotiating rates, arranging facilities as well as catering, signing contracts, conducting planning calls, and facilitating a fun and positive event for attendees
• Research and gather event cost estimates, to gain the approval within Honest’s policies
• Manage leader’s internal and external Microsoft Contacts, proactively gathering contact information throughout the day and creating/updating the respective contact
• Act as the first point-of-contact for IT issues, facilitating initial troubleshooting at an intermediate level and escalating to IT only once preliminary troubleshooting has been executed
• Function as the “ears of the team”, by collecting information around administrative changes at Honest (i.e. policy revisions, process changes, leadership changes, other team practices which may be beneficial, etc.) and communicate the vetted information back to your team/s
• Cross-train with assistant/s on the team to ensure the majority of the administrative support needs can be met when fellow assistants on the team are out of the office
• Act as point-person in leader searches, managing the schedule, logistics, and communication when searches are underway, providing leader availability for interviews, often coordinating logistics directly with candidates while ensuring Recruiting is abreast of the schedule and developments, as well as consolidating leader feedback on candidates for executive review
• Manage expenses on behalf of leaders, by gathering receipts, creating reimbursements, and completing expense reconciliations of the Ramp credit cards, to ensure the necessary funds remain available for ongoing travel
• Assist with planning, organizing, and arranging new colleague onboardings as requested
• General office work (faxing, scanning, mailings, drafting letters, ordering supplies & completing forms)
• Support shared coverage of the Nashville office, to include but not be limited to: 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 required.
• PMI-approved Certification in Project Management preferred.
• 3+ years of business administration experience in a fast-paced, professional setting, with project experience required
• 5+ years of business administration experience, working in a fast-paced start-up environment, in the healthcare industry preferred
• Interpersonal Skills - Strong interpersonal skills to handle sensitive situations and confidential information, exercising discretion and the ability to determine individuals who should be included in conversations
• Sound Judgement - Position continually requires demonstrated poise, tact, diplomacy, and good judgment
• Competency Working Independently - Ability to multi-task and prioritize workload in a fast-paced environment, operating independently under limited supervision
• Time Management – Capable of gauging time needed for tasks as well as the discipline and quick thinking needed to determine where to focus work efforts
• Attention to Detail – Consistently produce high quality work with minimal to zero errors
• Adaptability – Ability to thrive in an environment with frequent changes, requiring sound decision making skills under limited supervision
• Work Wisely - Possess the competence to assess the amount of work which should be invested in a task, based on the task’s value and yield
• Communication Skills - Excellent written and oral communication skills to be able to communicate with internal and external individuals at all levels of organizations
• Customer Service - Service oriented mentality towards both internal and external individuals
• Resourceful Problem Solver - Creative and persistent problem solver, avoiding routine use of colleagues as a first-resource, and instead, quickly and independently research and seek solutions
• Confidentiality - Able to handle confidential material in a reliable manner, exercising discretion
• Online Research Skills - Ability to conduct online research, discerning the validity and relevance of online material
• Expediting Goal Achievement - Adept at moving conversations forward toward an end goal, while keeping stakeholders engaged and content with the pace of progress
• Facilitating Healthy Meetings - Well versed in leading productive meetings/calls, encouraging collaboration, building consensus, as well as establishing deliverables and designating parties responsible for their execution
• Software Proficiency – Expert in Microsoft Office Suite, including intermediate Word, Excel, PowerPoint and Outlook
• Technological Proficiency – Ability to perform intermediate IT troubleshooting without supervision
• Administrative Proficiency - Excellent general office skills: computers, fax machines, printers, copiers, conference call set-up, scanners, mobile phone/email devices, organization skills, acting as a host for guests, etc

The base pay range for this role is $76,600.00 - $88,000.00. Compensation takes into account several factors including but not limited to a candidate’s experience, education, skills, licensure and certifications, and organizational needs. Base pay is just one piece of the total rewards program offered by Honest. Eligible roles also qualify for short-term incentives and a comprehensive benefits package.