Executive Office Administrator

Job Purpose

To provide primary administrative support to a VP (and potentially other business team members) on complex and confidential assignments requiring independent judgment and frequent use of discretion. May also provide support to multiple high level managers as assigned.

We’d love to meet you if... 
… you’re energized by big challenges and creating a plan to meet the challenge 
… you enjoy working with others to deliver great work 
… you’re innovative and looking for a values-driven, positive culture and environment

In this position you will have the opportunity to:

• Act on the on behalf of the executive(s) in their absence in the collection and dissemination of information.
• Prioritize executive’s phone calls, meetings, and daily calendar. Screen telephone calls, providing answers, direction or route as appropriate.
• Coordinate meetings for internal executives and external clients; includes ensuring all necessary accommodations have been considered and provided (phone/video conferencing, presentation needs, net meetings, accommodations, meals, etc.).
• Coordinate complex national and international travel schedules for executives, senior level managers and guests; may travel with group as requested.
• Manage the control and dissemination of highly sensitive and confidential corporate information.
• Coordinate and manage a variety of projects of a general to complex nature.
• Create complex computer documents including spreadsheets, advanced Power Point presentations, databases, speeches, etc.
• Develop and maintain files (electronic and paper).
• Interact with internal and external customers, providing information and answering questions.
• Coordinate with regional or departmental staff on corporate initiatives, issues and/or projects.
• Research, develop and present findings to department management staff independently or as requested.
• Route or respond to routine correspondence not requiring executive’s attention; develop correspondence for signature.
• Take notes at meetings and put together resource files; may facilitate meetings as requested.
• May provide day-to-day guidance and/or directly supervise office staff.
• May participate in budget process.
• May participate as a team member on corporate committees.
• Perform all duties in accordance with safety rules and regulations.
• Perform other duties as necessary.

What do I need to be successful?

• 5 years’ general office experience, with experience supporting an executive or a group of managers
• Demonstrated experience working with high-level managers
• Or any equivalent combination of education and experience that demonstrates the ability to perform the key responsibilities of this position.
• Demonstrated ability to organize and prioritize assigned tasks and make decisions independently.
• Demonstrated ability to work with high-level contacts inside and outside the company.
• Thorough knowledge of current administrative procedures.
• Excellent clerical and administrative skills.
• Excellent communication and interpersonal skills.
• Intermediate to advanced computer skills to include all standard office and scheduling applications.
• Excellent organizational and time-management skills.
• Ability to handle multiple priorities.

Education

• High school diploma or equivalent required. Advanced coursework preferred.

Work Environment

• This position will work at home and in our Nashville office on a hybrid schedule
• Must be within a commutable distance to Nashville or willing to relocate to the greater Nashville area

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