Executive Assistant (Nashville, TN)

Job Description

In the role you will be responsible for supporting Executives and small teams by managing complex administrative, organizational, and operational tasks, while exercising autonomy within established procedures. The role ensures seamless communication, handling sensitive information with discretion, assists in preparing complex documents and presentations and in coordinating executive calendars, travel arrangements, and high-priority meetings, while also organizing high profile events.

Your role:

• Communicates local announcements and important updates in a clear, concise and accurate way to and from Executive(s) within the department and organization employing a variety of channels such as emails, intranet posts, meetings, and instant messaging platforms for effective reach and supports in managing crisis communication to ensure that all stakeholders are kept informed.
• Handles incoming and outgoing correspondence, including emails, letters and phone calls for Executive(s) while ensuring prioritization to ensure an organized and efficient communication ow and acts as a gatekeeper, handling sensitive or confidential information with discretion.
• Assists in preparing complex draft letters, emails, office documents including meetings agendas, minutes and follow-up action items, and high impact PowerPoint presentations that align with the Executive(s)’ strategic objectives.
• Maintains Executive(s)’ calendar, coordinating complex scheduling needs, ensuring alignment with key business priorities, and proactively identifying potential conflicts and aids in handling high-priority meetings with global stakeholders and in ensuring that the Executive(s) remain informed on key timelines and milestones.
• Manages end to end procurement process for organization, collaborating with vendors, customers, Legal, Finance, Procurement.
• Provides general administrative support to small teams, coordinating team events/trainings, and maintaining team databases.

You're the right fit if:

• You excel in Administrative Support, Stakeholder Management, Procurement Management, Database Oversight, and have experience in Financial Acumen, Basic Contract Literacy, and Document Auditing.
• You’ve acquired 2+ years of experience in Administrative Support, Clerical Support or equivalent.
• Your skills include processing expense reports by collecting, reviewing, and verifying receipts and documentation to ensure accuracy and compliance with organization policies and procedures and assists in managing budgets (including travel expenses) and providing financial insights to optimize spending as directed by the Executive(s).
• You have a High School Diploma, Vocational Education.
• You must be able to successfully perform the following minimum Physical, Cognitive and Environmental job requirements with or without accommodation for this position.
• You are proficient in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook, Teams) and CRM systems (Salesforce, etc.).

How we work together

We believe that we are better together than apart. For our office-based teams, this means working in-person at least 3 days per week. Onsite roles require full-time presence in the company’s facilities. Field roles are most effectively done outside of the company’s main facilities, generally at the customers’ or suppliers’ locations.

This is an office role.

About Philips

We are a health technology company. We built our entire company around the belief that every human matters, and we won't stop until everybody everywhere has access to the quality healthcare that we all deserve. Do the work of your life to help improve the lives of others.

• Learn more about our business.
• Discover our rich and exciting history.
• Learn more about our purpose.
• Learn more about our culture.

Philips Transparency Details

The pay range for this position in (Nashville, Tennessee) is $22.00 to $35.00, plus overtime eligible.

The actual base pay offered may vary within the posted ranges depending on multiple factors including job-related knowledge/skills, experience, business needs, geographical location, and internal equity.

In addition, other compensation, such as an annual incentive bonus, sales commission or long-term incentives may be offered. Employees are eligible to participate in our comprehensive Philips Total Rewards benefits program, which includes a generous PTO, 401k (up to 7% match), HSA (with company contribution), stock purchase plan, education reimbursement and much more. Details about our benefits can be found here.

At Philips, it is not typical for an individual to be hired at or near the top end of the range for their role and compensation decisions are dependent upon the facts and circumstances of each case.

Additional Information

US work authorization is a precondition of employment. The company will not consider candidates who require sponsorship for a work-authorized visa, now or in the future.

Company relocation benefits will not be provided for this position. For this position, you must reside in or within commuting distance to Nashville**.

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This requisition is expected to stay active for 45 days but may close earlier if a successful candidate is selected or business necessity dictates. Interested candidates are encouraged to apply as soon as possible to ensure consideration.

Philips is an Equal Employment and Opportunity Employer including Disability/Vets and maintains a drug-free workplace.