Executive Assistant

Executive Assistant

Location: Nashville, TN

High Level Job Description

Support Agency Partners, provides real-time support to company executives by handling information requests, performing clerical functions, receiving visitors, arranging calls, scheduling and confirming meetings, handle all travel logistics, taking meeting notes, preparing reports, filing documents, organizing meetings and retreats,  and assisting executives with personal tasks if needed.  The ideal candidate will be seeking a non-client facing internal agency role with years of high-level executive support.

Detailed Job Description/ Responsibilities include the following. Other duties may be assigned:

  • Book and manage executive and staff travel
  • Manage partner calendars and meetings
  • Maintain a presentable office space at all times 
  • Handle all Partner receipts and expenses
  • File documents, preparing reports, and distributing materials as requested by Partners
  • Organize and book leadership retreats as requested by Partners
  • Complete tasks and errands on behalf of Agency or Partners
  • Book conference rooms and performance space as needed for Partners
  • File and retrieve corporate documents, records and reports as requested
  • Ensure that Partners are aware of meetings, calls, and attend on time
  • Ability to work well with all levels of internal staff, outside clients, partners and vendors.
  • Handle and safeguard confidential and proprietary information
  • Maintain spreadsheets, contacts, and other organizational documents
  • May be requested to assist Partners with personal tasks when needed or when travel requires
  • Must be able and willing to work during non-business hours as needed or required to fulfill job requirements

*Special Note:Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.

Required Competencies/Skills:

  • 3+ years of high-level executive assistant experience
  • Professional verbal & written communication skills
  • Positive problem-solving mentality
  • Excellent organizational skills and attention to detail
  • Ability to thrive in a fast paced, collaborative, multi-project environment prioritizing multiple tasks with varying deadlines
  • Proficient in the use of MS Office Suite
  • Valid Driver’s License
  • Proficient in Keynote and Powerpoint 

 Additional Preferences/Not Required:

  • Entertainment or music experience
  • Experience with Basecamp or other Project Management Software
  • Experience with time tracking software
  • Experience with Dropbox or file management software

Education Required:

  • Minimum of an Associate’s Degree or 5+ years of relevant experience