Executive Assistant (Temporary)

FirstBank•Nashville, TN

4d•Onsite

About The Position

FirstBank is seeking an experienced Executive Assistant for a temporary assignment lasting approximately 5–6 months, from November 2026 through April 2027. The position provides day-to-day administrative support to the COO/CFO and executive team. It is on-site at the company’s corporate office in downtown Nashville, Tennessee, with daily hours from 8:00 a.m. to 5:00 p.m. and occasional evening hours based on business events. The Executive Assistant supports executive communications, board and investor relations activities, quarterly reporting preparation, calendars, travel, meetings, events, facilities, expenses, and onboarding. The role also contributes to team and community engagement and is expected to uphold standards for reliability, professionalism, safety, compliance, and confidentiality.

Requirements

Three to five years of prior experience in mid- to senior-level administration, business, management, or a related field.
Proficient computer skills, including Microsoft Office Suite (Word, PowerPoint, and Excel).
Comfort working in a fast-paced environment with multiple responsibilities, tasks, and projects.
Ability 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.
Ability to concentrate on multiple problems or tasks at once.
Proactive problem-solving approach and strong decision-making skills.
Ability to demonstrate ethical behavior, maintain confidentiality with sensitive information, and treat associates and managers respectfully.
Ability to understand and comply with bank policy and applicable laws and regulations.

Nice To Haves

Bachelor’s degree preferred but not required.

Responsibilities

Draft executive announcements and internal communications, including birthday and work anniversary recognition messages.
Coordinate quarterly in-person board meetings, including room setup, catering, and day-of logistics.
Track investor conference participation, including 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 monitoring the quarterly preparation timeline.
Manage executive calendars and serve as a point of contact for direct reports.
Arrange executive travel, accommodations, and itineraries.
Prepare reports, presentations, and meeting materials, and maintain organized files and records.
Greet and assist executive visitors.
Support events and meetings by reserving space, setting up conference rooms and audiovisual equipment, and coordinating business meals.
Assist with facilities management, including vendor coordination, ordering supplies, and processing invoices.
Prepare and maintain executive expense reports and supporting documentation.
Help welcome and onboard new department associates.
Contribute to department and company events, meetings, team-building activities, and special projects.
Model reliability in attendance, punctuality, training, dress code, safety, compliance, and confidentiality.
Follow bank policies and applicable laws and regulations; complete compliance training, adhere to internal procedures and controls, report known violations, and report suspicious customer or account activity.