Executive Assistant

Duties Performs executive duties for AVP, VP, or Executive while maintaining strict confidentiality and utmost discernment. Maintain strictest confidentiality at all times and in all situations. Provides proactive support, taking initiative to ensure smooth workflow and efficiency. Performs special projects as requested by AVP, VP, or Executive(s). Actively engages with the support community, including attending meetings, events, and professional development opportunities. Communicates and escalates unresolved issues to Executive leaders. Supports 1-4 AVP, VP, or Executive leaders. Performs complex administrative duties including, but not limited to, maintaining AVP, VP, or Executive’s CV, responding on behalf of Executive when necessary, composing correspondence, and coordinating resources across corporate functions. Coordinates all aspects of domestic and international travel for AVP, VP, or Executive(s). Manages large departmental events such as All Hands. Delegates assignments to support colleagues (under the leadership of the AVP, VP, or Executive). Coordinates travel, catering, agenda, and details of departmental events. Partners with AVP, VP, or Executive(s), HR, and Talent Acquisition to assist with recruiting, selecting, orienting, and hiring new support community colleagues. Serves as a mentor and trainer for new support colleagues within the department. Facilitates job shadowing, training, and onboarding of newly hired support colleagues. Manages and ensures appropriate administrative coverage within the department. Takes the lead on other support community resources (i.e., document library, SharePoint maintenance, etc.). Develops and maintains the roles and responsibilities for administrative support throughout the company. Maintains corporate policies related to administrative functions under the guidance of Executives. Ensures completion and submission of Conflict of Interest (COI) disclosures for AVP, VP, or Executive’s events, publications, abstracts, etc. Uploads applicable contracts into Conga for institutional review by legal team; facilitates correspondence between legal, internal, and external stakeholders, and Executive, to ensure contracts are executed before AVP, VP, or Executive engagement and to ensure compliance. Submits eSAF and ServiceNow tickets on behalf of AVP, VP, or Executive(s) as needed. Delegate access for AVP, VP, or Executive’s Workday, ADP Timekeeping, and ServiceNow. Tracks and records AVP, VP, or Executive’s billable time for contracted activities; corresponds with finance team during the invoicing process, as needed. Expense Management: Utilizes SAP Concur to upload receipts and file expense reports; track and make corrections, if needed, until the report is approved for payment. Maintains and updates AVP, VP, or Executive’s presentations, as needed, ensuring accuracy, professionalism, and attention to detail. May assist with proofreading, editing, and submitting manuscripts, abstracts, articles, and other publications, including interview transcripts. Liaison between internal and external stakeholders to schedule and support meetings (onsite and virtual). Coordinates complex executive meetings using sound judgment to prioritize the Executive’s time.Reviews AVP, VP, or Executive’s correspondence for urgent issues and escalates as needed. Schedules and hosts video conferences via Microsoft Teams and manages Conference Center reservations. Schedules and maintains AVP, VP, or Executive’s task list, as requested. Coordinates membership renewal, conference/meeting registration, speaking engagements, etc. Submits and facilitates IT tickets until completed and/or resolution of issue(s) is reached. Manages interview and onboarding processes for AVP, VP, or Executive’s Direct Reports, including onboarding materials, required system access(es), and necessary permissions. Attends meetings as assigned by AVP, VP, or Executive and reports on actions. Participates in educational activities and programs where appropriate. Manages Staples and Amazon business accounts for AVP, VP, or Executive’s needs. Mandatory Expectations Practices and adheres to the "Code of Conduct" philosophy and "Mission and Value Statement." During your employment with SCRI, you will be routinely assigned training requirements. You are expected to complete any training assignments by the due date. Knowledge Strong knowledge of general management principles and administrative processes. Ability to work collaboratively with senior executives and cross-functional teams, effectively managing relationships and driving outcomes. Proactive problem-solving skills, with the ability to identify issues and provide creative solutions. Strong organizational and time management skills, with the ability to prioritize tasks and meet deadlines. Skills Extensive experience in a senior-level executive support role, demonstrating a deep understanding of general management principles and organizational policies and procedures. Proven ability to handle complex administrative duties, including composing correspondence, coordinating resources, and managing executive schedules. Excellent communication skills, both written and verbal, with exceptional grammar, spelling, and punctuation. Strong attention to detail and ability to maintain strict confidentiality. Proficient in using relevant software and tools, including Microsoft Office suite and presentation software. Abilities Ability to multitask in a fast paced, high stress environment is essential. Ability to work effectively with staff, and other internal and external sponsors and agencies. Qualifications Bachelor Degree completion is highly preferred, however, experience may be substituted for education. 3+ years relevant work experience in a related role utilizing MS Office products, including Word, Excel, PowerPoint. 3+ years relevant work experience utilizing SharePoint, Adobe, and Concur is highly desired. Experience multi-tasking in a fast-paced, high stress environment is essential. Ability to work effectively with staff, and other internal and external sponsors and vendors. Experience with organizational policies and procedures, administrative procedures, expense reports, other financial reconciliations. Location This role is hybrid in our Nashville, TN office. Benefits We have a Total Rewards package that includes comprehensive benefits to support physical, mental, and financial well-being. Our Total Rewards offerings serve the different needs of our diverse colleague population and ensure they are the healthiest versions of themselves. As part of Total Rewards, we are proud to offer a competitive compensation package. This is determined by several factors, including performance, experience and skills, equity, regular job market evaluations, and geographical markets. In addition to base pay, other compensation, such as an annual bonus or long-term incentive opportunities may be offered. Equal Opportunity Statement We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status. #J-18808-Ljbffr