Executive Assistant - Hybrid

This is a hybrid position based at our beautiful corporate office in Brentwood, TN, with on-site work required Monday through Wednesday.

Duties And Responsibilities

DESCRIPTION / TIME SPENT

Manage and coordinate daily, weekly, and monthly calendars of executives. Schedule/calendar necessary travel, meetings and create, transcribe, and distribute meeting agendas and minutes (as needed).

Make and confirm all travel arrangements. Pro-actively organize logistics and plan events. Setup accommodation and entertainment arrangements for company visitors.

Prepare correspondence, reports, and materials for publications and presentations. Generate regular reports, manage spreadsheets, and update databases.

Greet and receive visitors. Manage phone calls and emails with professionalism. Respond in a timely fashion to managers' requests.

Qualifications

EDUCATION

Associates Degree in business preferred.

Experience

Minimum of 7–10 years of experience supporting senior executives, with C-suite experience preferred.

Successful work experience as an Executive Assistant, Administrative Assistant or similar role.

LICENSE(S)/CERTIFICATION(S)

Knowledge/Skills/Abilities

Strong working knowledge of office procedures and protocols

Proficiency with computer systems, including experience with office management systems, Microsoft Office suite, and the ability to learn new software applications

Proficiency with Power Point, Data Analysis, and Spreadsheets

Familiarity with cloud systems and calendaring software

Comfortable using all necessary office equipment, including printers and fax machines

Excellent professional communication skills, written and verbal and the ability to type 60 WPM

Comfortable with heavy travel coordination and calendaring. High level communication and can easily shift/change when needed

Commitment to discretion and confidentiality concerning sensitive company information

Excellent organizational skills, a proactive mindset, and ability to multitask and prioritize work

Excellent presentation, teambuilding and leadership skills

Ability to draft moderate to complex, non-routine contractual instruments

Ability to perform in complex cross-functional business environment

Motivational and visionary leadership skills

Requires high degree of independent and creative judgment

Working to excellent knowledge of corporate policies and procedures, coupled with ability to identify required improvement to established policies and to communicate implementation procedures to others

CORE COMPETENCIES

HR Core Competencies

Intellectual curiosity and empathy: Must have the desire to learn all aspects of the business and understand its goals. Should view the attainment of these goals as a critical measure of performance with deep care for the business workforce and be a proactive force behind workforce strategy

Problem-solving: Must be comfortable working with business leaders and managers to address workforce challenges or issues. Rather than viewing problems as "yours," HR should view them as "ours" and be an active part of the solution

Risk-taking and courage: Comfortable saying "no" and offering alternative opinions or actions to business leaders

Digital acumen: Ability to analyze and interpret people-related data use it to help business leaders better understand workforce needs and incorporate results into the workforce strategy and planning

Business-language knowledge: Ability to speak "in business" and have strong business acumen. This comes with knowing the details of the business they are serving and understanding its jargon and acronyms

Networking skills: "Knowing who knows" within the business, as well as externally, is hugely important, as is the ability to develop relationships with those with knowledge and decision-making responsibilities

Change-management skills: Ability to facilitate discussions around change and transformation. Ability to identify in advance where and when change management will be needed and proactively participate in developing plans

Discretion: Business leaders must trust Human Resources with sensitive, "insider" information. A leader needs to know a conversation will be kept confidential

Working Conditions

Physical Requirements

Talk / Hear — Constant

See — Constant

Sit — Constant

Walk — Frequently

Reach / Twist — Occasionally

Repetitive Use of Hands — Constant

Bend / Stoop — Occasionally

Reaching Overhead — Occasionally

Lifting/Carrying up to 25 lbs. — Occasionally

Competencies

Agility

Resourcefulness: Adapts quickly to changing circumstances; cleverly navigates obstacles and constraints

Manages Uncertainty: Comfortable when things are in flux; readily shifts approach or behavior to fit changing circumstances

Bias to Action

Action Oriented: Propensity to act or decide and move forward with a logical approach; can decide and act without having the total picture

Delivering Results: Strives for high levels of achievement; maintains a clear and steady focus on meeting goals, despite obstacles; is resilient when encountering setbacks

Customer Focus

Identifying with Customers: Understanding who the external and internal customers are and what they value

Managing Complexity

Essence: Extracts the core meaning out of complex situations; can separate the important from the noise when problem solving; hunts for the root cause of successes and failures

Manages Conflict: Can hammer out tough agreements and settle disputes equitably. Stays positive, constructive, and respectful, even in disagreements or conflicts

Capability Building

Helps Others Succeed: Steps aside and lets others shine; serves as a mentor and coach; helps others apply their strengths and shore up on their weaknesses

Interpersonal Impact

People Smart: Reads people well; can articulate the qualities, perspectives, strengths, and weaknesses of others

Influence: Even without direct authority finds common ground and win/win solutions; gaining alignment on the path forward

Strategic Vision

Inspires Others: Creates common purpose/shared mind-set; raises other's confidence to tackle challenges; promotes high level of energy and excitement

Visioning: Can anticipate future consequences and trends; articulately paints credible pictures of possibilities and likelihoods

Disclaimer

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that required of the employee. Other duties, responsibilities and activities may change or be assigned at any time with or without notice.

Benefits

• Comprehensive health, dental, and vision insurance
• Health Savings Account with an employer contribution
• Life Insurance
• PTO
• 401(k) retirement plan with a company match
• And more!

ENVIRONMENTAL/WORKING CONDITIONS: Normal busy office environment with much telephone work. Possible long hours as needed. The description is intended to provide only basic guidelines for meeting job requirements. Responsibilities, knowledge, skills, abilities and working conditions may change as needs evolve.

• If you are viewing this role on a job board such as Indeed.com or LinkedIn, please know that pay bands are auto assigned and may not reflect the true pay band within the organization.
• No Recruiters Please