Executive Assistant, Choose How You Move

Metropolitan Government of Nashville & Davidson County•Nashville, TN

14d

About The Position

The Executive Assistant provides high-level administrative and operational support to the Chief Program Officer (CPO) and Deputy Chief Program Officer (DCPO) for Choose How You Move (CHYM), Nashville’s transportation improvement program. The position manages calendars, meetings, events, correspondence, travel, expenses, and documentation, and prepares briefings and other materials for leadership and the Mayor. It works closely with the Program Management Team, the Mayor’s scheduling team, the Office Manager, and a wide range of internal and external stakeholders to support program coordination and executive readiness. CHYM is a $3.1 billion capital program approved by 66% of voters in 2024. It is the largest capital program in geographic scope and scale undertaken in Nashville’s history, involving collaboration among Metro departments, project managers, and vendors, coordination of more than $100 million in annual operating expenditures, and engagement with neighbors. The Executive Assistant helps support this program’s operations and activities. The position maintains a standard schedule of 8:00 a.m. to 5:00 p.m., with occasional flexibility to work additional hours, including some evenings and weekends, as needed. It reports to the Chief Program Officer. Mayoral staff receive 15 days of paid time off and 12 sick days annually.

Requirements

Associate degree and three years of administrative support experience, or a high school diploma and five years of administrative or executive support experience.
Exceptional organizational, writing, and editing skills.
Strong attention to detail and commitment to accuracy.
Ability to manage multiple tasks and time effectively.
Adaptability, initiative, and the ability to anticipate routine needs.
Discretion, sound judgment, and responsible handling of sensitive information.
Proficiency in Microsoft Office Suite.
Professional demeanor and excellent interpersonal skills.
Ability to communicate diplomatically with a wide range of stakeholders.
Must reside in Tennessee or become a Tennessee resident within six months of employment, as a prerequisite to employment with Metropolitan Government.
Ability to work the standard 8:00 a.m. to 5:00 p.m. schedule and occasionally work additional hours, including some evenings and weekends, as needed.

Nice To Haves

Experience with document management systems.
Familiarity with Metro Government.
Bachelor’s degree.
Prior experience in an executive, political, or government office setting.

Responsibilities

Manage and maintain the Chief Program Officer’s calendar, scheduling and communicating meetings, commitments, and priorities.
Provide day-to-day administrative support to the Chief Program Officer and Deputy Chief Program Officer, ensuring meetings, briefings, and commitments are prepared and executed effectively.
Coordinate meeting logistics, including scheduling, room setup, audiovisual and technology setup, materials, attendees, and meeting flow.
Attend meetings and take minutes as needed.
Coordinate official travel, including flights, conference logistics, lodging, and transportation.
Prepare and process expense reports, reimbursements, and required reports in a timely and accurate manner.
Process purchase, invoice, vendor, travel, supply, and records-management documentation in accordance with Metro procedures.
Communicate professionally with staff, constituents, community leaders, vendors, consultants, and partner organizations.
Collaborate with the Program Management Team to support clear communication, aligned priorities, and coordination of program activities and operations.
Draft, refine, and coordinate briefing materials, memos, and talking points for the Mayor, CPO, and DCPO.
Support preparation for panel discussions, stakeholder convenings, and internal or external preparation calls; collect materials, draft summaries, and follow up on action items.
Prepare the CPO and DCPO for engagements by gathering background information, anticipating questions and needs, and coordinating with internal partners to obtain materials.
Prepare agendas, manifests, and other materials for productive internal and external CHYM team meetings.
Identify gaps and implement solutions to improve executive readiness, streamline operations, and strengthen program coordination.
Maintain organized files, SharePoint materials, and other official documentation.
Assist with hiring processes, including interviews and onboarding.
Coordinate with the Mayor’s scheduling team on relevant meetings and with the Office Manager on ordering supplies and day-to-day operational needs.
Handle sensitive information with discretion and confidentiality.
Support the CPO and DCPO at select meetings or public events as needed.
Perform other related duties as assigned to support the CPO, DCPO, and senior staff.