Executive Assistant

Description:

We have a hybrid work arrangement.

EOE: race/color/religion/sex/sexual orientation/gender identity/national origin/disability/vet

ABOUT US:

Tennessee Hospital Association (THA) is a not-for-profit membership organization that advocates for hospitals, health systems, and other healthcare entities, as well as the patients they serve. The Association also offers education and resources for its members and raises public awareness about hospitals and healthcare issues at both the state and national levels.

Position Summary

The Executive Assistant, Member Relations & Education provides high-level administrative, logistical, and programmatic support to ensure the successful planning and execution of meetings, events, and member engagement initiatives. This role is critical to maintaining departmental organization, supporting leadership, and delivering a seamless and professional experience for members through accurate, timely, and detail-oriented support.

Essential Functions

1. The ability to adapt to a changing work environment and meet challenges presented throughout the day

2. Provide administrative support to the VP and AVP, including scheduling meetings with members, stakeholders, and organizational leaders (including new CEOs, as assigned)

3. Coordinate speaker calls and member forums, including scheduling, communications, and preparation of meeting materials

4. Track key deadlines and proactively provide reminders to leadership

5. Maintain and manage the department calendar, ensuring visibility into short- and long-term priorities

Event & Financial Administration

1. Reconcile event and webinar expenses, ensuring accurate documentation, receipts, and submission of check requests in alignment with accounting procedures, including signature events

2. Manage speaker documentation, session grids, and related administrative materials

3. Assist with coordinating logistics for meetings and events, including catering, facility requests, transportation, IT support, and other duties, as assigned

4. Assist with preparing and assembling meeting materials, including name badges, signage, and packets, as needed

5. Develop initial PowerPoint templates and draft agendas for meetings and conferences, as needed

6. Support the development and distribution of post-event surveys and assist with evaluation reporting

7. Provide backup support to team members, as directed by the VP or AVP

Membership Engagement, Technology & Events

1. Provide backup support for:

a. Sponsorship fulfillment

b. Database management (e.g., Protech) and event registration platforms (e.g., Cvent)

c. Webinar and virtual meeting logistics (Zoom, Teams)

d. Conference and event coordination

2. Monitor and respond to website inquiries and assist with sponsor updates and content maintenance

3. This position requires operating a motor vehicle as part of regular job duties. Candidates must be able to perform these duties safely and maintain a valid drivers license, with or without reasonable accommodation.

4. Adhere to regular in-office or approved hybrid work schedule. At times, responsibilities of the role may require alternative hours at the direction of VP or AVP

Special Projects & Grants

1. Provide administrative support for grant-related initiatives

2. Coordinate preparation of CEO gifts and member correspondence

3. Assist with special projects and member engagement initiatives, as assigned by VP or AVP

Marginal Responsibilities

1. Occasional travel (less than 2%), including overnight travel, may be required

2. Provide occasional backup coverage for the organizations switchboard and front desk receptionist

Guidance & Direction

1. THA Employee Handbook

2. Any specific procedures as determined necessary by supervisor

Educational and Experience Requirements Needed to Perform the Duties of the Job

Associate or bachelors degree preferred

Minimum 23 years of administrative, event coordination, or related experience (association, nonprofit, or healthcare environment preferred)

Skills Required

1. Strong organizational and time management skills, with the ability to manage multiple priorities and deadlines

2. Excellent written and verbal communication skills

3. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)

4. Experience with CRM systems (e.g., Protech), Cvent, Canva, and virtual platforms such as Zoom and Microsoft Teams preferred

5. Strong attention to detail and commitment accuracy

6. Ability to work collaboratively and maintain professionalism in member-facing interactions

Key Competencies

1. Accountability and reliability

2. Adaptability and flexibility

3. Strong interpersonal and customer service skills

4. Ability to prioritize and meet deadlines effectively

5. Commitment to supporting THAs mission and enhancing member engagement

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