What are the responsibilities and job description for the Executive Assistant position at Optimize Talent, LLC?
We have been retained by our client, a division of a Fortune-Class Company, to identify an Executive Assistant for the President.
Location: North of Nashville, TN | Hybrid
Schedule: Flexible, potentially less than full-time initially
We are recruiting for an Executive Assistant & Business Coordinator to support the President of a division of a Fortune-class company.
Our ideal candidate is looking for a role that offers a lifestyle where balance is valued, but so is impact. This is a faith-based, mission-forward organization that also operates in a performance-driven environment, where success matters for clients, employees, and their families. This is approximately a 500 person company.
The role is 75% business support and 25% executive and personal logistics, with a hybrid schedule between home and office locations north of Nashville.
While occasional availability for evening or weekend events will be necessary, the workday generally ends by 4:30 p.m.
Who We're Looking For
The right person is a highly organized, tech-fluent self-starter who finds satisfaction in helping a leader operate at their best. They enjoy taking responsibilities off an executive's plate, creating efficiencies, and allowing that leader to focus on strategy, relationships, and communication.
This person will also bring strong communication skills and emotional intelligence, with the ability to understand and adapt to the President's communication style and effectively convey his message to others.
Key Responsibilities
Business Support (Primary Focus)
- Organize and clean up spreadsheets, analyze data, and identify meaningful insights.
- Build PowerPoint presentations from notes and ideas.
- Research the company's industry and gather relevant business information.
- Work with managers and department leaders to obtain information and coordinate priorities.
- Serve as a gatekeeper and point of coordination with department leaders.
Executive Logistics
- Manage calendars, scheduling, and appointments.
- Coordinate travel arrangements, changes, and reservations.
- Prepare and manage expense reports in Zoho.
- Anticipate needs and help keep the President organized and focused.
Events & Culture
- Coordinate team-building events from start to finish, including food, supplies, vendors, and logistics.
- Support the organization's philanthropic initiatives.
- Assist with company events, including occasional events hosted at the President's home.
Light Personal Support
- Coordinate vehicle service appointments for a company truck.
- Assist with occasional family or personal logistics.
- Handle other limited personal tasks as needed. Personal support represents a small portion of the overall role.
Work Environment & Expectations
- Hybrid location: Time will be split between working from home and two office locations in the north Nashville area.
- Discretion and trust: This person will have access to information that others within the organization may not. Confidentiality, sound judgment, and discretion are essential.
- An evolving role: This is a new position, and the President has not previously had a dedicated assistant at this level. The role will develop over time.
Experience & Qualifications
We are open to two types of candidates:
- Experienced Executive Assistant: Someone with established executive support experience who is seeking greater balance and flexibility at this stage of their career, and who would welcome a role with potentially reduced hours.
- Ready for the Next Step: An assistant currently supporting one or multiple leaders who is ready to grow into a President- or CEO-level support role.
Preferred Experience & Skills
- Experience in an organization that includes an industrial or manufacturing workforce.
- Extensive experience with executive calendaring, Microsoft Office Suite, and Zoho.
- Strong technology skills and a genuine interest in using AI to improve efficiency and productivity.
- High emotional intelligence and a desire to make a meaningful impact.
- Excellent relationship-building skills, with the ability to establish professional boundaries calmly and confidently.
- Excellent written communication skills, including the ability to draft meaningful communications from audio notes.
- A proactive mindset and the ability to anticipate needs, take initiative, and work independently.
Education
A bachelor's degree is required for candidates who are not currently supporting an executive and preferred for candidates currently supporting a President-level leader.