Executive Assistant

Executive Assistant

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

The Executive Assistant in Operations reports to and is responsible for providing administrative support to the Vice President of Operations. This position also supports other team members as needed. The Executive Assistant of Operations is responsible for scheduling meetings, preparing correspondence, agendas, minutes, reports, presentations, and handling a wide variety of other complex and confidential responsibilities. This position will also assist in managing projects including a project pipeline and will prepare expense reports. The Executive Assistant in Operations provides excellent customer service to internal and external customers while demonstrating the company values and supporting the mission.

JOB DUTIES AND RESPONSIBILITIES 

  • Manage and maintain executive’s appointments by planning and scheduling meetings, conferences, teleconferences, and travel
  • Answer and direct all calls to the appropriate parties and take messages
  • Open, sort, and distribute correspondence, including faxes and postal mail
  • Read and analyze emails, letters, agendas, memos and determine urgency; route to appropriate team members in a timely and effective manner
  • Prepare agendas, minutes, reports, and presentations including collecting and analyzing information
  • Prepare executive memos, letters, and other correspondence
  • Monitor projects and special assignments to include project objectives and timelines
  • Manage and complete expense reports
  • 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
  • Three years of executive administrative support experience
  • Proficient in Microsoft Office Products (Excel, Word, Outlook, and PowerPoint)
  • Ability to work on multiple projects simultaneously while accomplishing daily tasks
  • Effective oral and written communication skills and excellent interpersonal skills
  • Maintain confidentiality discretion
  • Attention to detail, critical thinker and problem-solving skills
  • High standards for integrity, honesty, professionalism, and work ethic
  • Commitment to service excellence
  • Ability to work independently while demonstrating excellent organization and follow through
  • Demonstrates flexible and efficient time management and ability to prioritize workload
  • 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 requested/deemed necessary

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