Administrative Assistant

About Sound   Founded in 2001 and headquartered in Nashville, TN, Sound Physicians is a nationally respected, physician-led medical group practicing in 400+ hospitals across 45 states. Our team of 4,000+ clinicians and 1,000+ business professionals across the country is united by one mission: to build exceptional clinical partnerships that unlock quality, affordable, dignified care for everyone – no matter who they are or where they live. With physician-led clinical teams and more than two decades of operational expertise, we’ve refined what it takes to consistently deliver exceptional care in hospital medicine, emergency medicine, critical care, anesthesia, and telemedicine.   Why join us?  A remote-first culture that values flexibility and collaboration Opportunities to grow your career while making a real impact A team that champions inclusivity, innovation, and excellence   Whether working virtually or onsite at one of our practices, you’ll be part of a purpose-driven organization shaping the future of healthcare.    Sound Physicians offers a competitive benefits package inclusive of the items below, and more:   Medical insurance, Dental insurance, and Vision insurance Health care and dependent care flexible spending account 401(k) retirement savings plan with a company match Paid time off (PTO) begins accruing immediately upon start date at a rate of 15 days per year, in accordance with Sound's PTO policy Ten company-paid holidays per year   About the Role This position is responsible for partnering with the leaders of the respective team/s to provide administrative and operations support. This person is a key component in assisting with the coordination and management of information, ensuring communications with internal and external partners, and serving as a resource to ensure timeliness and efficiency in planning and task management.  Must be able to maintain a work schedule aligned with Eastern Time.      Essential Duties and Responsibilities  Coordinating meetings, conference calls, web presentations, and travel schedules while resolving scheduling and logistical conflicts  Gathering receipts to prepare accurate expense reports and reconcile month-end Sound credit card expenditures on a weekly basis   Facilitating clear, brief, and productive internal and external communication and correspondence, ensuring “asks” are clearly stated and appropriate stakeholders are brought into conversations  Managing calendars for leaders, ensuring enough time is allocated in between events as well as predicting additional work necessary and reaching out to leaders with suggestions  Arranging travel (airfare, hotel, ground transportation, etc.) exclusively through World Travel, Sound’s sole travel provider  Preparing and revising PowerPoint presentations, word documents (i.e. meeting agendas, contract revisions, itineraries, etc.), mail merges, and excel spreadsheets as requested  Managing database/s of contacts (often in Outlook) for leader/s, ensuring the contacts are detailed, current and it is clear when each contact was last updated  Assisting with facilitating communication between team members, seeking to fill communication gaps to ensure team members are on the same page, working toward the same goal/s  Attending calls/meetings to take minutes as requested  Assisting Sound with administrative projects affecting your team and role, such as IT audits, Staples feedback, administrative responsibility assessments, etc.   Vetting information received around administrative changes at Sound (i.e. policy revisions, process changes, leadership changes, other team practices which may be beneficial, etc.) through the leadership, prior to communicating the information back to your team  Providing event support through researching vendor costs, negotiating rates, arranging facilities as well as catering and assisting with materials for events (i.e. printing, name tags, gift bags, shipping, etc.)  Researching and gathering event cost estimates as well as estimates for charitable contributions, to gain the budget owners approval, and then, submit upcoming expenditures centrally for pre-authorization prior to incurring costs or submitting pledge contributions   Acting as the first point-of-contact for IT issues, facilitating initial troubleshooting and escalating to IT only once preliminary troubleshooting has been executed  General office work (faxing, scanning, mailings, hosting guests, document filing, data entry, order supplies & complete forms)  Cross-train with other administrative support colleagues on the team to ensure the majority of the administrative support needs can be met when fellow administrative support colleagues are out of the office  Assisting with arranging new colleague onboardings as requested  Completing additional special projects as assigned    What we are looking for:    A successful candidate will have a demonstrated track record of a combination of these values, knowledge, and experience:     Values Communication: The ability to speak, write, and listen clearly and consistently  Relationship Building and Maintenance: The ability to create and nourish healthy, strong relationships, as the face of Sound   Emotional Intelligence – The ability to identify and manage one’s own emotions, as well as the emotions of others, using this information to guide one’s thinking and actions  Adaptability – Demonstrates flexibility and a willingness to change as circumstances evolve and be coachable  Resourceful – Proactive willingness to utilize available information and tools to figure things out, not afraid to ask questions when necessary  Commitment – Demonstrates a dedication to the job, project, organization, customer/clients, and co-workers Teamwork: Demonstrates the ability to pull people together into highly effective teams along with ability to work in a highly matrixed organization  Critical Thinking: Demonstrates the ability to be proactive, anticipate needs; ability to make good decisions with incomplete, ambiguous information  Motivated: Demonstrates the ability to succeed and get things done at a high level of achievement    Knowledge, Skills, and Abilities    Proficient in Microsoft Office Suite, including intermediate Word, Excel, PowerPoint and Outlook  Ability to perform basic IT troubleshooting without supervision  Excellent general office skills: computers, fax machines, printers, copiers, conference call set-up, scanners, mobile phone/email devices, organization skills, acting as a host for guests, etc.    Education and Experience    High School degree or GED or equivalent experience  Experience leveraging AI tools to improve efficiency, including calendar scheduling, meeting coordination, and administrative workflows preferred  2 years general business administration experience in a fast-paced, professional setting    Salary Range This position offers an annual salary range of $55,000 to $70,000. Exact salary will depend on the candidate’s experience, education and geographic location.    Sound Physicians is an Equal Employment Opportunity (EEO) employer and is committed to diversity, equity, and inclusion at the bedside and in our workforce. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, gender identity, sexual orientation, age, marital status, veteran status, disability status, or any other characteristic protected by federal, state, or local laws.    This job description reflects the present requirements of the position.  As duties and responsibilities change and develop, the job description will be reviewed and subject to amendment.   #SoundBC