Executive Administrative Assistant

Office Ally•Brentwood, TN

1d•$65,000 - $85,000•Onsite

About The Position

Office Ally is seeking an Executive Administrative Assistant to provide dedicated support to the CEO and shared support to the broader executive team, while also overseeing the day-to-day operations of the Brentwood office. This role is crucial for ensuring the smooth operation of the executive office by coordinating complex schedules, travel, meetings, communications, and strategic initiatives. The position also involves partnering with facilities, building management, IT, HR, vendors, and other stakeholders to maintain an organized, secure, and welcoming office environment. Success in this role depends on exceptional organization, sound judgment, discretion, professionalism, and the ability to manage multiple priorities in a fast-paced setting. The position is expected to be onsite five days per week at the Brentwood, TN office, with limited flexibility for hybrid work when executive team members are traveling.

Requirements

High school diploma or GED.
3+ years of experience supporting senior executives in a professional environment.
Strong project-management, organizational, and prioritization skills, with the ability to manage multiple deadlines.
Excellent written and verbal communication skills and the ability to work effectively with executives, employees, clients, and external partners.
High proficiency with Microsoft Office, including Word, Excel, PowerPoint, Outlook, email, and scheduling tools.
Demonstrated discretion, reliability, sound judgment, and ability to work independently with confidential information.
Ability to work onsite in the Brentwood office five days per week; flexibility may be approved based on business and coverage needs.

Nice To Haves

Experience supporting executives in a fast-paced, high-performance environment.
Experience coordinating events, board materials, investor communications, office operations, facilities, or vendors.

Responsibilities

Manage complex calendars, meetings, travel arrangements, and itineraries for the CEO and executive team.
Prepare agendas, presentations, board materials, executive reports, and other meeting documentation.
Coordinate executive leadership meetings, track decisions and action items, as needed.
Facilitate internal and external communications on behalf of the executive office and handle confidential information with discretion.
Help plan and coordinate company meetings and events.
Support special projects, investor communications, cross-functional initiatives, expense reporting, and occasional financial administration.
Serve as the primary onsite contact for the Brentwood office, overseeing daily operations, visitor support, meeting-room setup, deliveries, and office events.
Partner with facilities, building management, IT, HR, and vendors on maintenance, repairs, workspace needs, office access, and badge or key records.
Order and maintain office, kitchen, and breakroom supplies; manage related spending within budget; and perform other administrative or office-management duties as assigned.