Executive Assistant

NexGen Contracting•Franklin, TN

About The Position

The Executive Administrative Assistant provides high-level administrative support to the Executive Leadership Team, exercising independent judgment and discretion in managing priorities and sensitive information. This role oversees scheduling, travel, communications, expense management, and meeting preparation while coordinating special projects that impact executive decision-making and business operations. The position also supports the development and maintenance of standard operating procedures and administrative processes to enhance organizational efficiency and effectiveness.

Requirements

Bachelor’s degree from a four-year college or university plus a minimum of five (5) years of experience providing high-level executive support, or an equivalent combination of education and experience demonstrating the ability to exercise discretion and independent judgment.
Advanced proficiency in Microsoft Office Suite, Outlook, and Bluebeam, with the ability to leverage technology to streamline executive operations and reporting.
Exceptional written, verbal, and visual communication skills, with the ability to synthesize complex information and prepare executive-ready summaries, reports, and presentations.
The new team member should be an energetic, self-motivated individual who enjoys a team environment, as well as a passion for collaboration and professional development.
If you are a high achiever striving to exceed expectations in a fast-paced innovative company, then Gray is the place for you.

Responsibilities

Provide complete administrative support to executives, ensuring strict confidentiality in all matters.
Anticipate executive needs and independently resolve scheduling conflicts, prioritize meetings, and determine appropriate responses for incoming matters.
Manage email for designated leadership, including drafting replies for approval, providing scheduled email updates, and redistributing messages as needed.
Coordinate and facilitate communication between executives, shareholders, internal departments, and external partners, using appropriate channels and levels of engagement.
Reply to and guide phone calls, screening and directing inquiries professionally.
Oversee calendar management for executives, scheduling and coordinating meetings and events.
Plan and coordinate complex travel arrangements, including flights, transportation, hotels and maintaining airplane charter service statements.
Schedule and coordinate meetings, including preparation for in-office and off-site sessions.
Arrange meals (breakfast, lunch, dinner) for meetings and events.
Take accurate meeting minutes and track follow-up items to ensure alignment with executive direction.
Support office visitors with logistics such as accommodations and dining.
Manage and oversee executive office operations, developing, and maintaining administrative procedures to improve workflow and efficiency.
Order office supplies upon approval and maintain records and files.
Compile and submit Concur expense reports for executives by the 8th of each month.
Draft, review, and prepare correspondence, reports, and presentations for executive or board review, ensuring accuracy, and alignment with organizational priorities.
Produce reports and presentations as needed and maintain documentation standards.
Conduct research and analyze information to support executive decision-making on strategic and operational initiatives.
Represent the executive office in meetings or project discussions as delegated.
Manage Monday.com Executive Management board for tasks and due-outs, providing daily updates to confirm nothing is missed.
Participate in or lead special projects and administrative initiatives that impact company operations or executive effectiveness.
Perform other duties as assigned.