Overview
Administrative Assistant Jobs in Nashville, TN at Quantum Health
Title: Administrative Assistant
Company: Quantum Health
Location: Nashville, TN
Who we are
Founded in 1999, Quantum Health is a privately-owned, independent healthcare navigation organization. As the company that invented healthcare navigation, Quantum Health continues to set the standard and in 2025 acquired leading healthcare technology company Embold Health. This further strengthens the AI and provider search capabilities to guide members to the right care. Together, the teams lead the industry in healthcare navigation, simplifying care journeys, improving outcomes and controlling rising costs for organizations of all sizes. This role supports the Embold Health division.
We’re committed to building diverse and inclusive teams across our so if you’re excited about this position, we encourage you to apply – even if your experience doesn’t match every requirement.
About the role
The Administrative Coordinator provides comprehensive administrative and operational support to Embold leadership and the Embold team, with a concentrated focus on calendar management and support for the SVP of Health Plans & Partners. This role is critical to enabling leaders to focus on strategic priorities by ensuring seamless day-to-day operations, high-quality coordination, and a professional office environment. The position requires strong organizational skills, discretion, and the ability to manage multiple priorities in a fast-paced setting.
Location: This position is an onsite role located at our Nashville, TN Embold Health office.
What you’ll do (Essential Responsibilities)
Executive & Administrative Support
- Provide day-to-day administrative support to assigned executives, prioritizing strategic initiatives aligned with business objectives.
- Serve as primary calendaring and travel support for designated leaders, including SVP of Health Plans and Partners and the Embold leadership team as a whole.
- Coordinate calendars, meetings, travel research, itineraries, conference participation, and related logistics.
- Prepare, review, proofread, and format correspondence and documents to ensure accuracy, completeness, and compliance with organizational standards.
- Support CRM-related administrative tasks as needed.
Travel & Expense Management
- Arrange and coordinate executive travel, including lodging, transportation, and itineraries.
- Process travel and expense reconciliation, including reimbursement support for Embold leadership and strategic advisors.
- Assist with corporate card reconciliation for executives.
Office Operations & Onsite Support
- Greet visitors, coordinate parking validation, and manage conference room setup and maintenance.
- Maintain inventory of office and breakroom supplies; coordinate ordering and replenishment.
- Order catering for internal meetings as approved by leadership.
- Collect mail and prepare shipments via FedEx as needed.
- Support onboarding and offboarding of new hires.
- Support initiatives for employee morale and recognition.
Events, Marketing & Cross-Functional Support
- Assist with planning and execution of All-Team meetings and company events, both internal and client-facing.
- Support recruitment coordination efforts for Embold leadership.
- Assist Marketing with swag research, purchasing, inventory, and mailing materials.
- Submit new vendor requests through Quantum Procurement as assigned.
Confidentiality & Special Projects
- Ensure the confidentiality of employee, customer, and legal information at all times.
- Support Embold-wide initiatives and special projects as directed by the Chief of Staff.
- Perform other duties and administrative tasks as reasonably assigned to support business needs and company culture.
- Other duties as assigned
What you’ll bring (Qualifications)
- Experience: 3-5 years of administrative experience
- Strong administrative/technical skills; Comfort working on a PC using Microsoft Office (Outlook, Word, Excel, PowerPoint), IM/video conferencing (Teams & Zoom), and telephones efficiently.
- A high degree of personal accountability and trustworthiness, a commitment to working within Quantum Health’s policies, values and ethics, and to protecting the sensitive data entrusted to us.
