Executive Assistant

AIR Control Concepts•Nashville, TN

19h•Hybrid

About The Position

The Executive Assistant serves as a trusted operational partner to the COO and executive leadership team, enabling effective coordination, prioritization, and execution across a fast-paced, acquisition-driven organization. This role plays a key part in keeping the COO and executive team focused on the highest-value priorities by improving coordination, communication, and execution across the business. While providing direct support to the COO, this role is designed to broadly support the executive team and overall leadership operating rhythm, ensuring alignment, communication, and follow-through across key initiatives. This position includes a blend of high-level coordination and day-to-day administrative responsibilities, requiring a hands-on approach and a willingness to support where needed. The ideal candidate operates with a high degree of independence, sound judgment, and discretion—consistently reducing executive workload.

Requirements

7+ years supporting senior executives (CEO support preferred)
Experience in fast-paced, multi-entity, or high-growth organizations
Strong organizational, communication, and problem-solving skills
Proven ability to manage competing priorities with minimal direction
Maintain strict confidentiality across all business matters

Nice To Haves

Experience supporting executive leadership teams (not just a single executive)
Exposure to acquisition-driven or private equity-backed environments
Experience coordinating board or leadership-level meetings

Responsibilities

Manage a complex, shifting calendar across internal and external priorities
Act as a prioritization point for COO time
Prepare meeting materials, agendas, and follow-ups
Anticipate needs and proactively address scheduling and coordination gaps
Support the broader executive team in coordinating meetings, priorities, and follow-ups
Track action items and ensure timely execution across leadership
Help maintain an effective operating rhythm across the executive team
Coordinate logistics and materials for Board of Directors meetings and leadership sessions
Assist in preparation and organization of presentations and meeting materials
Support communication flow between leadership and key stakeholders
Support leadership alignment during high-volume transaction activity
Help track key milestones and follow-ups
Handle administrative tasks including document preparation, calendar management, expense management, and record-keeping / follow up
Coordinate and manage executive-level communications - as needed
Serve as a point of coordination between the COO, executive team, and internal/external stakeholders – as needed
Manage complex travel arrangements, including frequent changes
Coordinate executive offsites, meetings, and events
Manage AIR Control Concepts office in Nashville where various leadership, customer, and manufacturer meetings are held. Coordinate with external vendors, manage office supplies, manage conference room, schedule, etc.