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

Agili