Executive Assistant

Executive Assistant — Job Details & Requirements

Location: Nashville, Tennessee 37215

Employment Type: Full-Time

Schedule: Monday–Friday, 8:30 AM – 5:00 PM

Benefits: Full benefits package

Reports To: Executive Leadership

Job Summary

The Executive Assistant provides high-level administrative and secretarial support to Executive Leadership. This role requires outstanding organizational ability, professionalism, confidentiality, and the capacity to anticipate needs while keeping daily operations running smoothly. The ideal candidate is proactive, polished, and able to work independently with sound judgment.

Essential Functions

• Prepare and assemble materials for leadership meetings and activities.
• Manage routine correspondence, phone calls, voicemails, and emails; ghostwrite communications as needed.
• Attend and record minutes for Board and Executive Committee meetings.
• Proofread all materials for accuracy, grammar, and clarity.
• Maintain vehicle lease and insurance documentation.
• Record and acknowledge memorial gifts; prepare related internal communications.
• Support special committees and functions, including award coordination and trustee correspondence.
• Prepare and manage confidential personnel documents such as employment letters, evaluations, and terminations.
• Coordinate logistics for executive meetings, luncheons, dinners, and travel.
• Conduct reference checks and process candidate application files.
• Maintain up-to-date rosters for executives, boards, and committees.
• Manage central filing systems; sort and distribute mail.

Skills & Qualifications

• High school diploma or GED
• Administrative experience preferred
• Proficiency in Microsoft Word, Excel, Outlook, and PowerPoint
• Excellent grammar, typing accuracy, and organizational skills
• Strong written and verbal communication abilities
• Ability to maintain confidentiality and handle sensitive information
• Detail-oriented, proactive, and strong problem-solving abilities
• Self-starter with strong judgment and initiative
• Professional appearance (no visible tattoos during work hours)

Additional Information

• Work is primarily sedentary.
• Requires the ability to multitask and prioritize amid frequent interruptions.
• Occasional event planning and coordination responsibilities.