Executive Assistant, TCIS and THA Marketing and Communications
Company: Tennessee Hospital Association
Location: Nashville
Posted on: January 26, 2023
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Job Description:
This is a hybrid position.THA is a not-for-profit membership
association, to serve as an advocate for hospitals, health systems
and other healthcare organizations and the patients they serve. The
Association also provides education and information for its members
and informs the public about hospitals and healthcare issues at the
state and national levels.A wholly-owned subsidiary of the
Tennessee Hospital Association (THA), THA Center for Innovative
Solutions (TCIS) seeks to provide THA member hospitals with
programs that deliver high clinical, financial, and operational
value. To deliver these programs effectively, TCIS often partners
with industry leading companies. Relying on member input and
industry trends, THA Center for Innovative Solutions seeks to
identify hospitals' most critical challenges.JOB
SUMMARY:Responsible for administrative and communications support
for TCIS and the THA Marketing and Communications Department.
Serves as the Executive Assistant for the TCIS Senior Vice
President (SVP) and Vice President of Marketing and Communications.
ESSENTIAL FUNCTIONS OF THE JOB: Overall1. The ability to adapt to a
changing work environment and meet challenges presented throughout
the day.2. Must be available in the office during regular office
hours unless a hybrid work arrangement is in place or job
responsibilities require otherwise.TCIS1. Administrative
Assistancea. Schedules TCIS Board of Directors' meetings and
assists with the agenda, presentation slides, and meeting book
preparation.b. Attends TCIS Board of Directors' meetings, except
for the Summer Conference Board meeting, and prepares minutes for
all.c. Keeps the TCIS Board of Directors informed of THA and TCIS
events, including Annual Meeting, Summer Conference and various
special events with vendors.d. Facilitates expense reimbursements
for TCIS Board of Directors following in-person board meetings.e.
Supports the TCIS SVP in executive administrative tasks, including
expense reporting, scheduling meetings, etc.f. Assists with
calendar management for TCIS staff.g. Schedules and coordinates
various meetings and functions, which include securing meeting
facilities; travel arrangements, including hotel and air travel;
catering; audiovisual equipment and arranging conference calls,
etc.h. Regarding business opportunities, assists TCIS staff with
assigned responsibilities and manages those project activities and
schedules according to TCIS annual business goals to bring about
timely consideration and decisions.i. Tracks the income of revenue
via CRM, maintains the payment schedule spreadsheet and meets
regularly with the accounting department to review. Assists with
the completion of revenue reconciliation at the end of each
calendar year. j. Assists VP of Business Development in scheduling
and coordinating visits with members, including contacting members,
securing meeting facilities and arranging travel.k. General
oversight and management of the CRM tool, including updating and
pulling contact lists and uploading vendor applications.l. Assists
with written and oral communications, as requested.m. Assists the
VP of Business Development in arranging introductions, phone calls
and meetings between vendors and members. Provides necessary
information to vendors, such as THA meeting arrangements and
hospital information.n. Schedules regular check-in meetings with
vendors.o. Schedules annual strategy meetings with vendors and
assists TCIS staff with preparation and execution.p. Assists with
notetaking during various internal and external meetings.q. Manages
filing system for required items.r. Orders supplies.2. Marketing
Assistancea. Provides social media support to Director of Marketing
and VP of Business Development as assigned.b. Assists in execution
of larger marketing projects in support of brand strategy.c.
Assists in the printing and mailing of marketing materials when
needed.3. Participates in TCIS strategic planning process to
develop mission, vision, strategic goals, measures of success, key
actions, performance targets and work plans. Marketing and
CommunicationsAdministrative Assistance1. Supports the department
in scheduling and travel planning.2. Supports the VP of Marketing
and Communications in executive administrative tasks such as
expense reporting, credit card statements, performance review
process, scheduling meetings, taking calls, distributing mail,
greeting guests, filing, digital file organization, and mail
merges.3. Orders and assembles supplies for events, and awards.4.
Maintains THA subscriptions as assigned.5. Coordinates and handles
payment for all THA staff photos and manages digital files.6. Pulls
contact lists from CRM.7. Submits information to the accounting
department timely for payment of marketing and communications
department expenses. 8. Takes notes during various internal and
external meetings.Marketing and Communications Assistance1.
Supports the department in various communications tasks related to
THA three large member events - Day on the Hill, Summer Conference,
and Annual Meeting. Tasks may include scheduling, printing,
assembling materials, and in-person event assistance. 2. Formats
and distributes THA email communications using Emma, including
daily News Clips, weekly Member Update and serves as a backup for
memos.3. Facilitates the renewal process of THA's various logos and
trademarks.4. Assists in the printing and mailing of marketing
materials when needed.MARGINAL JOB FUNCTIONS:1. Serves as a back-up
for the receptionist at the switchboard.2. Assists other
departments with special events and provides back-up relief when
needed.3. Assists, as requested, in THA Annual Meeting and Small
and Rural Conference.4. Collaborates with TCIS Director of
Marketing to provide routine assistance to designated groups.5.
Responds to THA member requests and questions regarding TCIS and
vendors.6. Completes other duties as assigned. ORGANIZATIONAL
STRUCTURE: (Positions reporting directly to this position, if any,
and their areas of responsibility)NoneGUIDANCE & DIRECTION:
(Policies, precedents or procedures that guide this work)1. THA
Employee Handbook.2. TCIS Senior VP and THA VP of Marketing and
Communications provide direction as needed.3. TCIS strategic plan
delineates their departmental goals.4. The THA Marketing and
Communications Department has an annual marketing plan and an
annual communications plan that guides their staff members' work.
Educational and Experience Requirements Needed to Perform the
Duties of the Job:Bachelor's degree or a minimum of three years'
experience in a similar position required.Skills Required to
Perform the Duties of the Job:1. Strong interpersonal abilities.2.
The ability to carry out multiple projects concurrently.3. Must be
highly skilled and experienced in Microsoft computer programs,
including Word, PowerPoint and Excel and in the Contract
Relationship Management (CRM) tool.4. Exceptional organization and
management skills.5. General knowledge of WordPress platform.6.
Broad experience in social media platforms, such as Linked In,
Facebook, Instagram, Twitter and YouTube.7. Working knowledge of
Emma, Hootsuite, Canva, and/or other social media tools
preferred.8. Excellent verbal and written communication skills.9.
Ability to work with minimal supervision and within a team.10.
Ability to carry out multiple projects concurrently.PI202079530
Keywords: Tennessee Hospital Association, Nashville , Executive Assistant, TCIS and THA Marketing and Communications, Advertising , Nashville, Tennessee
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