Executive Assistant

Campbell Transportation Company INC•Nashville, TN

About The Position

This role provides comprehensive executive and administrative support to executives, managing calendars, scheduling, travel, meetings, events, projects, expenses, and office operations. The Executive Assistant will act as a first point of contact for phone calls, ensure office cleanliness, manage supplies, and perform other administrative duties as needed to ensure smooth and efficient office operations. The position may require after-hours support.

Requirements

Proficiency in managing calendars and scheduling meetings.
Ability to take clear and concise meeting minutes.
Skill in drafting, proofreading, and distributing professional documents.
Discretion in handling confidential and sensitive information.
Experience in managing detailed travel logistics.
Ability to coordinate personal travel arrangements.
Experience in planning and executing corporate events, meetings, retreats, and conferences.
Budget tracking skills for meetings and events.
Ability to act as a point of contact for projects and ensure progress.
Experience in processing and coding expenses.
Ability to manage personal expenses, event payments, and budgets.
Excellent phone etiquette and ability to direct inquiries.
Skills in maintaining office cleanliness and professional appearance of common areas.
Experience in overseeing building and maintenance services.
Proficiency in ordering, stocking, and maintaining office supplies.
Ability to manage supplier accounts.
Willingness to provide executive support after-hours when necessary.
Experience in coordinating registration and accommodations for conferences and seminars.
Ability to perform other reception and administrative duties as required.

Responsibilities

Provide direct support to executives, managing calendars, scheduling, and setting up meetings (in-person and virtual).
Take clear and concise meeting minutes when requested, ensuring timely distribution and follow-up on action items.
Draft, proofread, and distribute professional documents, presentations, and reports.
Handle confidential information and sensitive documentation with discretion.
Create and manage the Executive Team's vacation calendar to ensure full visibility and avoid scheduling conflicts.
Manage detailed travel logistics, including flights, hotels, ground transportation, and itineraries for executives, employees, and customers.
Coordinate personal travel arrangements for executives when needed.
Handle conference registrations and accommodations.
Plan and execute corporate events, meetings, off-site retreats, and conferences, including logistics, catering, and AV needs.
Coordinate internal celebrations, recognition events, and team-building activities across departments to promote a positive work culture and employee engagement.
Track budgets for meetings and events, ensuring cost-effectiveness and adherence to allocated funds.
Act as a point of contact for executive projects, ensuring tasks and initiatives are progressing on schedule.
Provide support to all team members and serve as a central resource.
Process and code expenses for executives.
Manage personal expenses, event payments, and budgets.
Serve as the first point of contact for all incoming phone calls, directing inquiries to appropriate personnel or departments.
Take accurate and detailed messages when necessary, ensuring prompt follow-up.
Ensure that common areas, including conference rooms, the kitchen, and shared office spaces, are maintained cleanly and professionally.
Overseeing building services and maintenance services provider.
Oversee the ordering, stocking, and maintaining of office supplies to ensure availability and proper inventory levels at all times.
Manage supplier accounts.
Provide executive support after-hours when necessary.
Coordinate and manage registration and accommodations for conferences and seminars.
Perform other reception and administrative duties as required by management to ensure smooth and efficient office operations.