Executive Coordinator in Operations

Executive Coordinator in Operations

Southwestern Family of Companies




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ABOUT US

Established in Nashville in 1855, Southwestern Family of Companies is one of the largest and oldest private corporations in Tennessee comprised of family member companies across a range of industries, all with the shared goals of building people and positively impacting communities worldwide. We carry a special reverence for our heritage and work with intentional responsibility to preserve our legacy for those who will come after us. Southwestern’s mission is to invest in purpose-driven people who are inspired to build principle-guided businesses that impact the world. We help people develop the skills and character they need to achieve their goals in life. Ultimately, we strive to positively impact the people and communities we serve worldwide.

ABOUT THE POSITION

Reporting to the Vice President (VP) of Operations, the Executive Coordinator provides executive support, writes and edits business documents, schedules and facilitate meetings, as well as plans and implements projects. This position serves as the primary point of contact both internally and externally on all matters pertaining to Operations.  The Executive Coordinator organizes and coordinates executive communications and outreach; and oversees special projects. This position works collaboratively within an entrepreneurial environment that is mission-driven, results-driven, and community oriented. The Executive Coordinator exercises creativity and good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. This position works independently on projects, from conception to completion, and works under pressure at times to handle a wide variety of activities and confidential matters with discretion. This position provides excellent customer service to team members and customers while demonstrating the company values and supporting the mission.

JOB DUTIES AND RESPONSIBILITIES 

  • Proactively and independently manage a broad variety of administrative tasks including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; preparing meeting agendas and minutes; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings
  • Plan, coordinate and ensure the VP of Operations schedule is followed and respected. Provides “gatekeeper” and “gateway” role creating win-win situations for direct access to the VP of Operations
  • 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.
  • Provide a bridge for smooth communication between the VP of Operations and internal departments; demonstrating leadership to maintain credibility, trust and support with the leadership team
  • Work closely and effectively with the VP of Operations to keep them well informed of upcoming commitments and responsibilities, following up appropriately
  • Acts as a “barometer,” having a sense for the issues taking place in the environment and keeping the VP of Operations updated
  • Provide leadership to build relationships crucial to the success of the organization
  • 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.  Hold team accountable to ensure the project stays on track.
  • Generate and distribute reports; create custom reports and/or analyzes reports as needed
  • Write and edit business documents
  • Prioritize conflicting needs; handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures
  • Provide detailed notes and summaries for all meetings and events
  • 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
  • Greet visitors and determine access to appropriate parties
  • Perform other duties as assigned

REQUIRED QUALIFICATIONS

  • 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 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
  • 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

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