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 710 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 others 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 or LinkedIn please know that pay bands are auto assigned and may not reflect the true pay band within the organization.

*No Recruiters Please