Executive Assistant

The opportunity

We are seeking a highly organized, detail-oriented, and proactive Executive Assistant to join our Nashville-based team. This role supports our executive team with typical EA responsibilities, project coordination, and event management. The ideal candidate thrives in a fast-paced environment, enjoys wearing multiple hats, and is a natural problem solver with a "can-do" attitude.

This role is more than a traditional EA position—it's an opportunity to directly impact the success of our leadership team while shaping the culture of our organization. If you enjoy working on meaningful projects, creating memorable events, and supporting a high-performing executive team, we'd love to hear from you.

Location: On site in Nashville, Tennessee

What you'll do

Office Coordination:

• Serve as the point of contact for the office, welcoming visitors and supporting team members in a professional manner.
• Manage daily office operations and maintain an organized, efficient, and welcoming environment.
• Oversee office supply inventory, procurement, and vendor relationships, ensuring cost-effective solutions and smooth operations.
• Handle incoming and outgoing mail services, including processing shipments and coordinating messages.
• Assist with new hire onboarding, including workspace setup and creating an excellent candidate experience.
• Track and manage administrative budgets, ensuring cost efficiency and maintaining historical data.

Team Support:

• Provide administrative support to the CEO, Director of Administration, and other leadership team members, including managing calendars, responding to emails, scheduling meetings, and coordinating travel.
• Assist with special projects and tasks to support departmental priorities, utilizing exceptional follow-up and organizational skills.
• Conduct research, analyze data, and prepare presentations on key topics to support decision-making.
• Coordinate travel arrangements, including flights, accommodations, transportation, and logistics for the global team.
• Serve as a liaison between the executive team and other departments, ensuring clear communication and efficient collaboration.

Event Coordination:

• Plan and coordinate in-person and virtual team events, including logistics and problem-solving during event execution.
• Support the planning and execution of global volunteer opportunities and team-building activities.
• Propose and implement ideas to improve event planning processes and ensure smooth execution.
• Assist with organizing quarterly and annual planning sessions for the executive team, overseeing day-of logistics.

Executive Support:

• Manage executive calendars, prioritize time effectively, and schedule meetings to optimize leadership team productivity.
• Attend meetings, take detailed notes, track action items, and ensure timely follow-up.
• Handle inbox management, prioritizing and organizing email correspondence for the executive team.
• Research and present insights on relevant topics and trends, preparing materials for executive-level presentations.
• Provide overall administrative support to the Director of Administration and other leaders as needed.

Who you are

• Must be able to work on-site at our Nashville, TN office 5 days a week.
• Minimum of 3 years of professional experience in an executive assistant or administrative role.
• Proven ability to manage multiple priorities and projects in a fast-paced environment.
• Excellent organizational and time management skills with strong attention to detail.
• Skilled in Google Suite (Sheets, Docs, Slides, etc.) and quick to learn new tools and technology.
• Effective communicator with strong interpersonal skills to interact with senior leaders and team members.
• Experienced in event planning, meeting logistics, and project coordination.
• Professional demeanor with the ability to handle confidential information with discretion.
• Creative thinker with a proactive approach to problem-solving and process improvement.
• Agile professional who excels in a fast-paced environment and thrives on continuously pivoting strategies to drive business needs forward.

What we offer you

• Career Growth: Advance with mentorship programs, leadership academies, and opportunities to shape company culture and DEI initiatives.
• Flex Fridays: Adjust your 40-hour week to enjoy a full or half day off on Fridays.
• Remote-First Culture: Work from the comfort of your home.
• Flexible PTO: Take the time you need, when you need it.
• Health Coverage: Medical, dental, and vision plans for you and your family.
• Insurance Protection: Life, AD&D, Short-Term, and Long-Term Disability coverage.
• 401K with Match: Secure your future with our company-matched retirement savings.
• Paid Parental Leave: Support for new parents during life's special moments.
• Wellness Perks: Access Headspace and enjoy monthly fitness reimbursements.
• Pet Insurance: Care for your furry family members.
• Speaker Series Bonus: Present in our monthly speaker series and earn a bonus.
• Book Reimbursement: Get up to 12 books reimbursed per year to fuel your learning.
• Bucket List Benefit: Celebrate milestones with annual contributions toward your dream adventures after 3 years.
• In-Office Perks: Enjoy catered lunches for our in-office team.

Work authorization

Employer work visa sponsorship and support are not provided for this role. Applicants must be currently authorized to work in the United States at hire in an employer approved US state and must maintain authorization to work in the United States throughout their employment with our company.