Title:  Executive Assistance

Job Title: Executive Administration - E 

Job Number: 22269

Job Location: Nashville, TN

Schedule: 9/80

Clearance: Must Have the Ability to Obtain and Maintain a DoD Security Clearance

Job Description:

We are seeking a highly organized and proactive Executive Administration-E to provide high-level administrative support to the General Manager (GM), ensuring smooth day-to-day operations. This role requires exceptional organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment. You will serve as a key liaison, coordinate complex schedules, manage communications, and contribute to special projects — all while handling sensitive information with discretion and professionalism. If you thrive in dynamic settings and enjoy enabling leadership success, this role is for you.

Essential Functions:

• Provide comprehensive administration support to PSPC sector executives, exercising confidentiality and diplomacy, supported by an understanding of the strategy and priorities of the organization.
• Efficiently manage the GM's calendar, scheduling meetings, appointments, and travel arrangements. Prioritize and resolve scheduling conflicts
• Organize and facilitate meetings, including preparing agendas, taking minutes, and following up on action items.
• Process and ensure the accuracy of expenses, and inform of any anomalies, as well as suppliers' invoices submitted requiring approval.
• Act as a liaison between the GM and internal/external stakeholders. Manage correspondence, draft emails, and respond to inquiries on behalf of the GM.
• Provide support on special projects as assigned by the GM, including conducting research, preparing reports, and creating presentations.
• Assist in planning and coordinating company events, town halls, and leadership meetings.
• Handle sensitive information with discretion and maintain strict confidentiality.
• Perform a variety of administrative tasks, including expense management, document preparation, and filing.
• Build and maintain strong relationships with key stakeholders across the organization.
• Perform other tasks as needed.

Qualifications:

• Requires a High School Diploma or equivalent and a minimum of 10 years of prior relevant experience or 2 years post-Secondary/Associates Degree with a minimum of 6 years of prior related experience.
• Driven and resourceful to manage own workload, with flexibility to prioritize and deliver against deadlines with minimal supervision.
• Experience of effectively arranging travel, producing accurate itineraries and a good judgement on how to optimize traveler’s time
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Ability to work independently, exercise sound judgment, and handle multiple priorities.
• Exceptional attention to detail and problem-solving abilities.
• Experience handling confidential information with discretion.