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Executive Assistant, TCIS and THA Marketing and Communications

Company: Tennessee Hospital Association
Location: Nashville
Posted on: January 26, 2023

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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