Executive Coordinator - GEC and SWA

Southwestern Companies•Nashville, TN

12h

About The Position

The Executive Coordinator proactively and independently manages a broad variety of executive and administrative tasks. This position organizes and coordinates communications and outreach, meetings and events, and other business initiatives for employees and independent contractors. The Executive Coordinator works collaboratively within an entrepreneurial environment to drive business results. This position works independently on projects from conception to completion and handles a wide variety of activities and confidential matters with discretion and a sense of urgency. The Executive Coordinator reports to the President and provides excellent customer service to team members and customers while demonstrating the company values and supporting the mission.

Requirements

Bachelor’s degree in Business Administration or related field
5 years of experience supporting senior level leaders
Proficient in Microsoft Office Products
Ability to work on multiple projects simultaneously while accomplishing daily tasks
Expert level written and verbal communication, administrative, and organizational skills
Very strong interpersonal skills and the ability to build relationships with stakeholders, including team members and board members
Proven ability to handle confidential information with discretion
Demonstrated proactive approaches to problem solving with strong decision-making capability and emotional maturity
High standards for integrity, honesty, professionalism, and work ethic
Adaptable to various competing demands, and demonstrate the highest level of customer service and response
Ability to work independently while demonstrating excellent organization and follow through
Utilizes creativity and judgment in a variety of situations
Strong time management skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
Ability and willingness to move with purpose and a strong sense of urgency
Self-motivated, positive, and enthusiastic
Self-starter with a strong desire to exceed expectations and capable of supporting a team
Ability to effectively work in collaboration with others to achieve business objectives
Willing to grow and be challenged
Attend training as deemed necessary

Responsibilities

Proactively and independently manage a broad variety of administrative tasks to include facilitating calendar of appointments, completing expense reports, composing and preparing correspondence that is sometimes confidential, and arranging travel plans
Organize and coordinate communications and outreach, meetings and events, and other business initiatives for employees and independent contractors of the Company
Coordinate meetings with internal and external partners to include preparing agendas, notes, handouts, room reservation, and technology needs
Research, prioritize, and follow up on incoming issues and concerns, including those of a sensitive or confidential nature. Determine the appropriate course of action or response. Compose executive summaries due to the needs of business.
Create and coordinate employee communications to ensure relevant information is received timely
Maintain knowledge of business initiatives and an awareness of the business environment to proactively provide updates and recommendations
Assist with building relationships crucial to the success of SWA & GEC
Manage a variety of special projects, some of which may have organizational impact. Schedule and facilitate project meetings as well as manage project objectives and timelines
Assist with budget development and monitor expenses
Generate and distribute reports; create custom reports and/or analyze reports as needed
Write and edit business correspondence. Review and distribute electronic and hard copy mail.
Prioritize conflicting needs; handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures
Maintain office supply inventory, anticipate needed supplies, evaluate new office products, place orders for supplies, and verify receipt of supplies
Ensure operation of office equipment; troubleshoot malfunctions and request maintenance when necessary
Assist with employee recognition initiative
Maintain the President’s calendar paying attention to important employee dates such as Birthdays, Anniversaries, etc. Help facilitate phone calls to employees on their birthday and anniversaries.
Assist in managing email traffic
Prepare and communicate responses to routine memos, letters, or correspondence on behalf of the President
Attend meetings and other events when the President cannot be in attendance. Represent the President and their objectives.
Assist in building confidence and trust with the President’s direct reports
Support the progression of the GEC Intern Program ensuring its continued development and success
Collaborate with the intern sales team to ensure they remain focused on field sales by assisting with the resolution of complaint related paperwork
Perform other duties as assigned