What are the responsibilities and job description for the Executive Assistant/Project Manager position at Confidential?
About Us
We are a growing company within the beauty industry based in Nashville, TN. We're looking for a highly organized, proactive Executive Assistant/Project Manager to help keep our leadership team and key initiatives running smoothly.
About the Role
We're seeking an Executive Assistant/Project Manager who thrives in a fast-paced environment and enjoys wearing multiple hats. This role blends high-level executive support with hands-on project management, making it ideal for someone who is a sharp critical thinker — able to size up a situation, weigh options, and make sound judgment calls without needing every step spelled out. You'll work closely with leadership to streamline operations, manage key projects from start to finish, and ensure nothing falls through the cracks.
What You'll Do
- Provide direct administrative and executive support to senior leadership, including calendar management, correspondence, travel arrangements, and meeting preparation
- Plan, coordinate, and track projects across departments, ensuring deadlines and deliverables are met
- Act as a liaison between leadership, internal teams, and external partners or vendors
- Prepare reports, presentations, and briefing materials for meetings and decision-making
- Manage schedules, budgets, and timelines for special projects and product launches
- Organize and maintain documentation, files, and processes to improve team efficiency
- Handle confidential information with a high degree of professionalism and discretion
- Assist with event planning, including product launches, photo shoots, and team meetings
- Anticipate needs and proactively solve problems before they escalate, using sound judgment to weigh trade-offs and decide the best path forward
- Evaluate incoming requests, information, and competing priorities critically — asking the right questions before jumping to action
- Take on ad hoc projects and responsibilities as the business grows
What We're Looking For
- 3 years of experience as an Executive Assistant, Project Manager, or similar role (beauty, retail, or consumer products experience a plus)
- Exceptional organizational skills with the ability to manage multiple projects and priorities simultaneously
- Strong written and verbal communication skills
- Proficiency in project management tools and Microsoft Office/Google Workspace
- Ability to work on-site in Nashville, TN
- Willingness to travel 15-20% of the time (e.g., product launches, events, vendor visits)
- Strong critical thinking skills — you can analyze a situation, connect the dots, and make smart decisions independently rather than waiting to be told what to do
- A proactive, resourceful mindset with strong problem-solving skills
- Comfortable working in a fast-paced, dynamic environment where priorities can shift quickly
- High level of discretion and professionalism when handling sensitive information
- Bachelor's degree preferred, but equivalent experience will be considered
Why Join Us
- Be part of a growing, dynamic team in the exciting beauty industry
- Opportunity to make a real impact and grow with the company
- Collaborative, fast-paced work environment
Pay: $55,000.00 - $65,000.00 per year
Application Question(s):
- Tell me about a time you caught a scheduling conflict or a mistake before it became a problem. What tipped you off, and what did you do about it
- Describe a project you were managing where something went wrong close to the deadline — a vendor fell through, a deliverable was late, etc. What did you do, and how did it turn out?
- Give me an example of a time you had two competing urgent priorities at once. How did you decide what came first, and how did you communicate that decision to the people involved?
Work Location: In person
Salary : $55,000 - $65,000