Contract- Executive Assistant (Nashville, TN-Hybrid)*

at  Profound Research

THE COMPANY

Profound enables community physicians to offer clinical research as a therapeutic option to their patients. We provide all the infrastructure, non-clinical services, and administrative heavy lifting. The physicians practice medicine, we do everything else, and patients get access to the newest therapies available.

REQUIREMENTS

• Excellent verbal and written communication skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Ability to function well in a high-paced and at times stressful environment.
• Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.
• Extremely proficient with Microsoft Office Suite or similar software with the ability to learn new or updated software.

PREFERRED QUALIFICATIONS

• High school diploma required; bachelor’s degree in business administration or related field preferred.
• At least four years of related experience required.

TRAVEL REQUIREMENTS

• <10% travel

PHYSICAL REQUIREMENTS

• Prolonged periods of sitting at a desk and working on a computer, standing and walking.
• Must be able to lift 25 pounds at times.
• Picking, pinching, typing or otherwise working, primarily with fingers rather than with whole hand or arm as in handling.
• Talking: Expressing or exchanging ideas by means of the spoken word; those activities where detailed or important spoken instructions must be conveyed to other workers accurately, loudly, or quickly.
• Hearing: Perceiving the nature of sounds at normal speaking levels with or without correction and having the ability to receive detailed information through oral communication and making fine discriminations in sound.
• The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading; visual inspection involving small defects, small parts, and/or operation of machines (including inspection); using measurement devices; and/or assembly or fabrication of parts at distances close to the eyes.

WHY THIS ROLE EXISTS

The Executive Assistant will provide high-level administrative support to the Executive Director and other senior staff.

RESPONSIBILITIES

• Recruitment and Training:

o Recruit, interview, hire, and train junior administrative staff in the department.

• Administrative Support:

o Provide high-level administrative support and assistance to executives or other assigned leadership staff.

• Document Preparation:

o Perform clerical and administrative tasks, including drafting letters, memos, invoices, reports, and other documents for senior staff.

• Information Management:

o Manage information flow in a timely manner.

• Travel and Calendar Management:

o Arrange travel and accommodation for executives.

o Manage executives’ calendars.

• Meeting Coordination:

o Schedule and attend meetings on behalf of executives.

o Take notes during meetings and record minutes.

• Project Coordination:

o Assist in coordinating special projects or initiatives led by the executives

• Expense Tracking:

o Track and manage expense reports for executives, ensuring accuracy and compliance with company policies.

• Communication Handling:

o Receive incoming communication or memos on behalf of senior staff.

o Review contents, determine importance, and summarize and/or distribute contents to appropriate staff.

• Office Tasks:

o Perform general office tasks, including maintaining records, ordering supplies, and basic bookkeeping.

• Event Planning:

o Assist in planning and organizing company events, conferences, or meetings.

• Customer Service:

o Act as a point of contact for internal and external stakeholders if needed, providing excellent customer service.

• Additional Duties:

o Perform additional duties as assigned by executives.

• Flexibility:

o Perform other related duties as assigned.