Jessica Ruffin
Ashland City
Summary
Dynamic Executive Assistant and Administrative Professional with over 15 years of experience supporting executive leadership, hospital operations, HR functions, and office administration in healthcare environments. Expertise includes executive calendar management, board coordination, meeting planning, confidential document management, travel coordination, vendor communication, HR support, and cross-functional collaboration. Proven ability to thrive in fast-paced settings while effectively managing multiple priorities with professionalism, discretion, and a focus on operational efficiency. Committed to enhancing organizational effectiveness through strategic support and proactive problem-solving.
Overview
22
22
years of professional experience
Work History
Executive Assistant
Ascension Saint Thomas Hospital
09.2025 - Current
- Coordinated schedules, communications, and logistics to optimize executive leadership efficiency.
- Office management
- Streamlined invoice processing and reimbursement systems for efficiency. Optimized office supply management to reduce waste and improve accessibility. Enhanced team structure visualization through updated organizational charts.
- Supported the management of executive schedules, coordinated leadership sessions, and provided support for time-sensitive tasks. Led the orchestration of complex executive calendars, guided the planning of leadership meetings, and prioritized critical matters, enhancing operational efficiency. Optimized executive calendar management and meeting coordination, leading to enhanced focus on high-priority initiatives.
- Coordinated comprehensive executive leadership meetings to ensure effective communication and decision-making through organized agendas and follow-up tracking.
- Managed handling of sensitive organizational and executive information while upholding confidentiality standards.
- Coordinated travel arrangements for team members. Assisted with expense reporting to maintain accurate financial records. Supported procurement requests to streamline purchasing processes.
- Delivered efficient office operations by coordinating conference room schedules and enhancing visitor experiences. Improved administrative workflows leading to more effective office management.
- Led the planning and execution of meetings and events, ensuring seamless coordination. Oversaw scheduling and logistics for appointments and travel, optimizing resource allocation for maximum efficiency. Championed team collaboration to enhance event success.
- Coordinated executive meetings and captured detailed minutes to support decision-making processes.
HR Coordinator
Vanderbilt Medical Center
12.2021 - 09.2025
- Supported HR operations including recruitment coordination, onboarding, employee records management, and policy guidance.
- Coordinated candidate interviews, training schedules, and onboarding logistics for new hires.
- Maintained HRIS systems and employee records while ensuring accuracy and compliance.
- Processed payroll submissions and resolved discrepancies to support timely compensation.
- Served as a primary point of contact for employee relations and HR inquiries.
- Generated HR reports and tracked data to support compliance and operational efficiency.
Senior Administrative Assistant
Vanderbilt Medical Center
11.2019 - 12.2021
- Managed daily administrative operations and supported department leadership in a high-volume healthcare environment.
- Scheduled meetings, appointments, and travel arrangements for surgeons and leadership teams.
- Prepared reports, spreadsheets, and presentations to support departmental initiatives.
- Maintained filing systems and records management processes using SharePoint and Microsoft Office tools.
- Coordinated communication between departments and external stakeholders.
Workers' Compensation Specialist
Vanderbilt Medical Center
07.2018 - 11.2019
- Managed workers’ compensation claims and coordinated communication with insurance carriers, case managers, and healthcare providers.
- Maintained accurate records, documentation, and claim files while ensuring compliance with policies.
- Scheduled appointments, authorizations, and follow-up care for injured employees.
- Provided administrative support, records management, and customer service in a fast-paced environment.
Workers' Compensation Specialist
Tennessee Orthopedic Alliance
11.2014 - 06.2018
- Processed workers’ compensation claims and coordinated documentation for medical and insurance purposes.
- Communicated with patients, attorneys, case managers, and insurance representatives regarding claim updates.
- Scheduled appointments and maintained detailed records to support operational efficiency.
Administrative Assistant
Howell Allen Clinic
01.2004 - 10.2014
- Provided administrative and front-office support within a healthcare clinic environment.
- Managed scheduling, medical records, phone systems, and patient communications.
- Maintained confidential records and ensured HIPAA compliance.
- Supported leadership through meeting coordination, document preparation, and travel arrangements.
Education
High School Diploma -
Sycamore High School
Pleasant View, TNSkills
- Executive Calendar Management
- Administrative Operations
- Confidential Document Control
- Microsoft Office Suite
- Kronos
- Cerner
- Greenway Prime Suite
- Meeting & Event Coordination
- Data Entry & Reporting
- Customer Service
- Scheduling & Logistics
- Board & Leadership Meeting Coordination
- Travel Coordination
- HRIS & Employee Records Management
- Workday
- ADP
- NextGen
- Vendor & Invoice Processing
- Employee Relations
- HIPAA Compliance
- Executive Correspondence
- Concur
- Executive support
- Office management
Timeline
Executive Assistant
Ascension Saint Thomas Hospital
09.2025 - Current
HR Coordinator
Vanderbilt Medical Center
12.2021 - 09.2025
Senior Administrative Assistant
Vanderbilt Medical Center
11.2019 - 12.2021
Workers' Compensation Specialist
Vanderbilt Medical Center
07.2018 - 11.2019
Workers' Compensation Specialist
Tennessee Orthopedic Alliance
11.2014 - 06.2018
Administrative Assistant
Howell Allen Clinic
01.2004 - 10.2014
High School Diploma -
Sycamore High School