Executive Assistant

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JOB DESCRIPTION
EXECUTIVE ASSISTANT: DETAILS
Title: Executive Assistant
Location: Goodlettsville TN
Start Date: ASAP
Pay Rate: $31-50/hour
Type: Contract to hire
Hours: Standard Business Hours | Monday-Friday | 40 hours

REQUIREMENTS: EXECUTIVE ASSISTANT
* 3+ years of experience supporting executive-level leadership, preferably multiple executives simultaneously
* Proven experience managing complex and frequently changing executive calendars
* Strong experience coordinating domestic travel, including flights, hotels, ground transportation, dining, and detailed itineraries
* Advanced proficiency with Microsoft Outlook and strong overall Microsoft Office skills
* Exceptional organizational, prioritization, and follow-up skills
* Ability to manage multiple projects, deadlines, and executive requests simultaneously
* Strong written and verbal communication skills
* High level of professionalism, discretion, and confidentiality
* Proactive mindset with the ability to anticipate executive needs
* Strong sense of urgency and ability to make sound decisions when priorities compete
* Ability to communicate effectively and professionally with executives and individuals at all levels of the organization

RESPONSIBILITIES: EXECUTIVE ASSISTANT
* Provide high-level administrative and executive support to three Vice Presidents, managing multiple priorities, schedules, and deadlines simultaneously.
* Own and manage complex executive calendars, including scheduling meetings across multiple departments, executives, and time zones.
* Proactively identify and resolve scheduling conflicts, prioritize meetings, and make adjustments based on changing business needs.
* Coordinate all aspects of executive travel, including airfare, hotels, rental cars/ground transportation, dinner reservations, and detailed travel itineraries.
* Manage frequent calendar and travel changes while communicating updates quickly and professionally to all impacted parties.
* Schedule and coordinate internal and external meetings, including conference rooms, virtual meeting links, attendees, and other meeting logistics.
* Prepare executives for upcoming meetings by ensuring schedules, materials, agendas, and relevant information are organized and readily available.
* Serve as a primary point of contact between the VPs and internal departments, leadership teams, vendors, and external business partners.
* Monitor and help prioritize incoming requests, communications, meetings, and follow-up items for the executives.
* Track outstanding action items and deadlines, ensuring appropriate follow-up and helping keep projects and commitments moving forward.
* Assist with expense reporting, travel documentation, purchase-related administrative tasks, and other recurring executive administrative needs.
* Coordinate executive lunches, dinners, events, leadership meetings, and other business functions as needed.
* Prepare, proofread, format, and organize correspondence, reports, presentations, spreadsheets, and other executive-level documentation.
* Maintain a high degree of confidentiality when handling sensitive business, personnel, financial, and leadership information.
* Build strong working relationships across departments and levels of the organization to facilitate communication and resolve scheduling or administrative issues.
* Anticipate the needs of each executive and proactively address issues before they impact schedules, meetings, travel, or deliverables.

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