Executive Assistant

FirstBank•Nashville, TN

2d•Onsite

About The Position

FirstBank is seeking an experienced Executive Assistant to join our team. In this role, you'll provide day-to-day support that keeps our leadership running smoothly. This is an on-site position, requiring daily attendance at our corporate office in downtown Nashville, TN from the hours of 8:00am - 5:00pm, with occasional evening hours based on business events. Serve as a trusted partner to our Executive team, providing thoughtful and dependable support.

Requirements

Three to five years’ prior experience in mid-to senior-level administration, business, management, or related field
Proficient computer skills, including Microsoft Office Suite (Word, PowerPoint, and Excel)
Comfortable in a fast-paced environment with multiple responsibilities, tasks and projects
Able to organize and manage large amounts of files, schedules, information, and projects
Self-directed and able to work without supervision
Energetic and eager to tackle new projects and ideas
Excellent written and verbal communication skills
Able to concentrate on multiple problems/tasks at once
Proactive approach to problem-solving with strong decision-making skills
Ability to demonstrate the highest level of ethical behavior and confidentiality and maintain confidentiality with sensitive information.
Respectful demeanor toward other associates and managers that promotes a positive and professional work environment.
Understand and comply with bank policy, laws, regulations as applicable to your job duties. This includes but is not limited to; complete compliance training and adhere to internal procedures and controls; report any known violations of compliance policy, laws, or regulations and report any suspicious customer and/or account activity.

Nice To Haves

Bachelor’s degree preferred but not required

Responsibilities

Draft executive announcements and internal communications, including recurring recognition messages such as birthday and work anniversary notes across the organization.
Assist with the coordination of quarterly in-person board meetings, including room setup, catering, and day-of logistics to ensure each meeting runs smoothly.
Track and coordinate investor conference participation end to end—managing registrations, one-on-one sign-ups, travel and hotel arrangements, and meeting book preparation and printing.
Support earnings and board meeting preparation by scheduling calls with investors and analysts, compiling and reviewing board materials, and maintaining awareness of the quarterly cadence to protect adequate preparation time.
Manage executive calendars and serve as a friendly, reliable point of contact for direct reports.
Arrange travel, accommodations, and itineraries with care, handling all related details so everything runs seamlessly.
Prepare reports, presentations, and materials, and keep files and records well organized so meetings feel effortless.
Greet and assist executive visitors with warmth, making everyone feel comfortable and valued.
Help bring events and meetings to life—reserving space, setting up conference rooms and audio/visual needs, and coordinating business meals.
Assist with facilities management, including working with vendors, ordering supplies, and processing invoices.
Prepare and maintain executive expense reports and supporting documentation with accuracy and attention to detail.
Help welcome and onboard new department associates, ensuring a smooth and positive transition.
Contribute to department and company events, meetings, team-building activities, and special projects that bring people together.
Model reliability in attendance, punctuality, training, dress code, safety, compliance, and confidentiality.