What are the responsibilities and job description for the Executive Assistant, Choose How You Move position at Metropolitan Government of Nashville & Davidson County?
Choose How You Move (CHYM), approved by 66% of voters in 2024, is Mayor O’Connell’s transportation improvement program and the largest capital program in geographic scope and scale to be undertaken in Nashville’s history. Implementation of the $3.1 billion capital program requires extensive collaboration among multiple Metro departments, project managers, and vendors; coordination of more than $100 million worth of annual operating expenditures; and robust engagement with neighbors. CHYM will transform how people move around the city for decades to follow.
- Manages and maintains the Chief Program Officer’s calendar, ensuring meetings, commitments, and priorities are effectively scheduled and communicated.
- Provides day-to-day administrative support to the Chief Program Officer and Deputy Chief Program Officer, ensuring that meetings, briefings, and commitments are prepared and executed effectively.
- Handles all meeting logistics, including scheduling, room setup, AV and technology setup, preparing materials, coordinating attendees, and ensuring meetings run smoothly. Attend and take meeting minutes as needed.
- Coordinates all official travel for the Chief Program Officer and Deputy Chief Program Officer including flights, conference logistics, lodging, and transportation.
- Prepares and processes expense reports, reimbursements, and other required reports accurately and in a timely manner for the Chief Program Officer and Deputy Chief Program Officer, including processing purchase, invoice, vendor, travel, supply, and records-management documentation per Metro procedures.
- Communicates clearly and professionally with staff, constituents, community leaders, vendors, consultants, and partner organizations.
- Collaborates closely with the Program Management Team to ensure clear communication, alignment of priorities, and smooth coordination of program activities and operations.
- Drafts, refines, and coordinates briefing materials, memos, and talking points for the Mayor, Chief Program Officer, and Deputy Chief Program Officer ensuring accuracy, clarity, and readiness ahead of high visibility meetings or engagements.
- Participates in and supports preparation for panel discussions, stakeholder convenings, and internal or external prep calls for the Chief Program Officer and Deputy Chief Program Officer, including collecting materials, drafting summaries, and ensuring follow through on action items.
- Ensures the Chief Program Officer and Deputy Chief Program Officer are fully prepared for all engagements by proactively gathering relevant background, anticipating questions or needs, and coordinating with internal partners to secure necessary materials.
- Supports the broader CHYM team by preparing agendas, manifests, and other materials that help ensure productive and well structured internal and external meetings.
- Identifies gaps, anticipates needs, and implements solutions to enhance executive readiness, streamline operations, and strengthen coordination across the program. Maintains an organized file structure including all SharePoint needs and other official documentation.
- Assists with hiring processes from interviews to onboarding.
- Works closely with the Mayor’s scheduling team on relevant meetings and with the Office Manager to order supplies and support day-to-day operational needs.
- Handles sensitive information with the utmost discretion and confidentiality.
- Supports the Chief Program Officer and Deputy Chief Program Officer at select meetings or public events as needed.
- Performs other related duties as assigned to support the Chief Program Officer and Deputy Chief Program Officer, and senior staff.
- Maintains a standard schedule of 8:00 am to 5:00 pm, with the occasional expectation of flexibility to work additional hours, including some evenings and weekends, as needed to support program priorities.
Associate degree and three years of administrative support experience or high school diploma and five years of administrative or executive support experience.
SKILLS AND KNOWLEDGE
- Exceptional organizational, writing, and editing skills.
- Strong attention to detail and commitment to accuracy.
- Ability to handle multiple tasks simultaneously and manage time effectively.
- Nimble, adaptable and a self-starter, who takes initiative and anticipates routine needs.
- Discretion, sound judgment, and the ability to handle sensitive information responsibly.
- Proficiency in Microsoft Office Suite; experience with document management systems is a plus.
- Professional demeanor and excellent interpersonal skills.
- Ability to communicate diplomatically with a wide range of stakeholders.
- Familiarity with Metro Government is beneficial.
Note: Per Metro Ordinance No. SO94-1078. All employees of the Metropolitan Government shall be residents of the State of Tennessee or become residents of the state within six (6) months of employment as a prerequisite to employment with the Metropolitan Government.
- Bachelor’s degree
- Prior experience in an executive, political, or government office setting
We are an equal opportunity employer. All individuals, regardless of personal characteristics, are encouraged to apply. Metro Nashville is committed to selecting the most qualified candidate for each of our roles.
Metro Nashville Government respects the religious beliefs and practices of all employees and will make, on request, an accommodation for such observances when a reasonable accommodation is available that does not create an undue hardship on business operations.
Requests for ADA or other protected accommodations for the recruitment process should be directed to Human Resources at 615-862-6640.
Salary : $60,000 - $80,000