Executive Assistant

Our client is seeking an Executive Assistant to join their growing company in South Nashville. This position will focus on supporting the leadership team with scheduling, travel, and general office support. The role will also include record keeping, benefits administration and other back-office functions that require significant organizational capabilities. The ideal candidate will have administrative assistant experience and be a true team player.

Key responsibilities:

• Manage busy calendar scheduling – plan meetings and calls involving internal and external parties.
• Records management – Manage confidential information. Ensure proper execution and retention of legal and financial documents.
• Personnel – liaison with employees and the benefits broker, insurance rep.
• Administers pre-employment activities (offer letters, background checks, drug screens, employment verifications, reference checks, and new hire paperwork).
• Conducts HRIS data entry (new hire, status changes, termination, etc.).
• Event planning – Organize occasional events, such as client meetings and office social functions.
• Travel – Coordinate with Leadership team to book travel accommodations including flights, hotels, and transportation.
• Expenses – Validate, review, and process team member expenses in online system. Support team members with categorization and expense tracking as needed.
• Provide general office management support – inbound/outbound mailings, errands, meal reservations, office meal catering, procuring office supplies/snacks, greeting firm guests etc.

General Qualifications:

• Positive and professional attitude, excellent customer service and interpersonal skills
• Extremely organized, meticulous attention to detail is a must
• Demonstrated experience handling confidential information with discretion is a must
• Ability to work well under pressure and not get flustered
• Experience supporting multiple executives and team members
• Able to multitask, prioritize and respond quickly
• Experience with expense management systems (Concur specifically) a strong plus
• Proficient in Office365 (especially Excel,PowerPoint, and Outlook)
• Good personality with a cooperative team spirit
• Dedicated, loyal, and willing to go the extra mile
• Proactive, ability to take the initiative
• Effective communication skills are key
• Relevant administrative assistant experience a plus
• College degree a plus