Executive Assistant

This posting is for GHP, a Nashville architecture firm.

Executive Assistant, GHP

Full-Time: Hybrid (partial remote, partial in office)

Salary $65,000 - $80,000/year

Benefits: Health insurance, 3-4 weeks PTO, phone stipend, company laptop

GHP, an award-winning Nashville-based architecture firm, is seeking a dedicated and motivated Executive Assistant (EA) to support a C-suite executive in efficiently managing office operations and ensuring seamless coordination of executive responsibilities. This position will help the executive stay highly organized and help him/her make the best use of his/her time to effectively stay in his highest productivity zone. This person will do all of the blocking and tackling for the executive, and occasionally assist other staff members.

This Executive Assistant will need to be able to move at a fast pace in an office environment, monitoring day-to-day company operations. This role is for a highly-driven self actualized individual looking to add value by keeping the executive up to speed and providing a high level of support to ensure operations are organized and cohesive.

This is a fast-paced job that requires attention to detail and the ability to be flexible, positive and on-demand.

Job Requirements

• 3-5 years of Executive Assistant experience
• Lives in Nashville
• Highly organized
• Energized by fast-paced multi-tasking
• Experienced and comfortable working with and adapting to various software platforms such as Dropbox, Google Docs, Excel, Word, Adobe, PowerPoint, Teams and Zoom
• College degree preferred

Skills

• Excellent communication skills
• Strong writing skills
• Self-starter
• Extremely detail-oriented and organized
• Able to multitask under pressure
• Technologically savvy
• Team management
• Positivity is required
• Eager to thrive in a fast pace, engaging work atmosphere
• Ability to manage multiple priorities while determining the most effective allocation of time
• Able to communicate consistently with the boss and clients
• Timely in executing projects and tasks
• Demonstrates flexibility and is able to manage conflicting priorities without loss of composure
• Possesses a positive demeanor regardless of changing work conditions
• Proven ability to be innovative in work processes and solving unique problems

Job Responsibilities

• Excel spreadsheet formatting will be a prerequisite.
• Prepping Proposals, Letters, ROM Budget Spreadsheets for client request will be a big part of the work tasks.
• QA/QC – spelling, grammar, sentence structure will be good aids for me in this role.
• Creating Powerpoint presentations about GHP, our service lines and the types of projects we perform will also be an added advantage within this role.
• The EA will have 100% access to the calendar, will be responsible for scheduling TEAMS / ZOOM meetings for us with clients, so there will be some forward-facing opportunities with some/most of my Fortune 500 company clients.
• 100% accessible during working hours via phone, text email will be a must. Impromptu Teams meetings too.
• Organize, prioritize, and respond to emails in a timely manner.
• Coordinate communication across departments and companies
• Coordinate calendars, calls, and meetings efficiently.
• Take detailed notes and manage follow-ups for calls and meetings.
• Coordinate with external and partner companies.
• Plan and prepare for meetings, creating agendas and ensuring smooth execution.
• Manage calendars with a keen eye for priorities and effective time management.
• Execute occasional errands to support daily operations.
• Proactively anticipate potential problems and take necessary action.
• Communicate and interact with guests and team members to build and maintain strong relationships.