Administrative Assistant (3828)

LEVEL GROUP LTD 1•Nashville, TN

2d•Onsite

About The Position

Level Group is seeking an entry-level Administrative Assistant to manage our front desk in a full-time, in-person capacity at our Nashville office. Reporting directly to the Executive Assistant of the President, this role serves as the face and voice of our firm. We are specifically looking for someone who truly loves this type of work and genuinely wants to be the ultimate first impression for our clients and visitors. In this role, you will act as a premier representative of our company culture. We want a team member who is eager to bring fresh, creative ideas to how we maintain our office space and how we celebrate, engage, and support our staff. This position is perfect for an ambitious professional looking to launch their career and advance within the music financial and business services industry!

Requirements

Highly proficient in Microsoft Word and Excel for data entry, formatting, and reporting.
Genuinely love administrative and hospitality work and take pride in running an efficient front desk.
Self-motivated, extremely detail-oriented, and very organized.
Enjoy thinking outside the box to enhance business processes and find fun ways to engage the office staff.
Can multitask efficiently and pivot quickly based on changing priorities in a fast-paced environment.
Handle sensitive client and company information with the highest level of confidentiality and discretion.
Dedicated team player who works well with others and models high standards of accountability.

Responsibilities

Greet all guests, clients, and artists professionally, verify appointments, and guide visitors to the correct rooms with high-energy hospitality.
Embody the welcoming, professional, and vibrant spirit of Level Group as the primary point of contact for the office.
Bring creative ideas to life to celebrate staff milestones, birthdays, and achievements to keep the team engaged.
Answer, screen, and transfer incoming calls to appropriate departments while taking accurate, detailed messages.
Provide callers and walk-in guests with general information to ensure an exceptional experience.
Infuse creativity into how the office environment is presented, including managing seasonal decorations and organizing common spaces.
Maintain a clean office environment, including conference rooms, reception, and the setup or reorganization of desks and equipment.
Receive, sort, scan, and distribute incoming mail and packages; coordinate USPS/FedEx pickups and drop-offs.
Monitor office supply levels, place approved orders, and restock supply areas as necessary.
Stock the kitchen with drinks/snacks and coordinate approved team meals, snacks, or special treats.
Partner with the Office Manager to creatively plan and coordinate company events, parties, and team-building activities.
Handle occasional external errands and transport items safely to and from storage facilities.
Facilitate the communication of general MFA codes to necessary parties and offer general office help as needed.
Perform clerical duties, including filing, copying, scanning, transcribing, and preparing documents, meeting materials, and minutes.
Execute precise data entry, create/maintain spreadsheets, update internal databases, generate invoices, and process FedEx reimbursements.
Organize, track, and prioritize tasks; monitor strict deadlines and follow up with teams to ensure timely completion.
Support the Office Manager with special projects, communications, and operational tasks while handling sensitive information with utmost discretion.
Assist with travel coordination, including booking arrangements and preparing detailed itineraries.
Provide backup coverage for calendar management, meeting scheduling, check deposits, Executive Assistant tasks, and basic IT functions as required.