Executive Assistant

Addison Group · Nashville, United States

Job Title: Executive Assistant

Location: Nashville, TN – Fully Onsite

Type: Contract | Approximately 4.5 Months

Schedule: Monday–Friday |8:00 AM–5:00 PM

Overview:

A growing organization is seeking an experienced Executive Assistant to provide high-level support to a senior executive during a temporary leave coverage period. The assignment will begin in mid-to-late October and include approximately one month of training and transition, three months of coverage, and two weeks of transition support upon the executive's return. The ideal candidate will have experience supporting a CEO, COO, founder, or other senior executive and be comfortable working independently in a fast-paced, dynamic environment. Strong organizational skills, sound judgment, attention to detail, and the ability to anticipate executive needs are essential.

Key Responsibilities:

• Provide high-level administrative and executive support to a senior executive.
• Manage complex calendars, schedule meetings, prioritize commitments, and resolve scheduling conflicts.
• Coordinate domestic and international travel, including detailed itineraries and supporting materials.
• Prepare meeting agendas, briefing materials, and executive preparation documents.
• Manage follow-ups and ensure the executive is prepared for important meetings and commitments.
• Process and manage expense reports.
• Coordinate with internal teams, external partners, customers, and other stakeholders.
• Provide general administrative support and assist with additional operational needs as they arise.
• Learn the executive's preferences and proactively anticipate needs to ensure seamless day-to-day support.
• Collaborate with the operations team and other administrative professionals.
• Assist with additional projects and responsibilities as needed.

What They're Looking For:

• Previous experience as an Executive Assistant supporting a CEO, COO, founder, or similarly senior executive preferred.
• Strong calendar management, travel coordination, and executive support experience.
• Excellent organizational, time-management, and problem-solving skills.
• Ability to work independently, exercise good judgment, and take initiative without constant direction.
• Strong written and verbal communication skills.
• Ability to manage competing priorities in a fast-paced environment.
• High attention to detail and the ability to anticipate needs and stay ahead of deadlines.
• Comfortable adapting to changing responsibilities and supporting broader operational needs as necessary.
• Strong interpersonal skills and the ability to collaborate with leadership, employees, and external stakeholders.
• Ability to quickly learn new systems, workflows, and executive preferences.
• Industry-specific experience is not required.

Systems & Tools:

• Microsoft Office Suite
• Microsoft 365
• Microsoft Teams
• Slack
• ChatGPT or similar AI tools (basic functional knowledge is helpful but not required)

Work Environment:

• Fully onsite in Nashville, TN, with onsite parking available.
• Fast-paced, growing organization with a collaborative team environment.
• Close collaboration with operations and administrative professionals.
• Primarily focused on executive support, with opportunities to assist with additional operational needs.
• The executive has a direct communication style and values initiative, sound judgment, and proactive support.
• Training and transition time will be provided before the executive's leave to ensure a smooth handoff.

Addison Group is an Equal Opportunity Employer. Addison Group provides equal employment opportunities to all employees and applicants without regard to race, color, religion, sex, sexual orientation, national origin, age, disability, genetic information, veteran status, or any other protected characteristic in accordance with applicable federal, state, and local laws. Reasonable accommodations are available for qualified individuals with disabilities upon request.