Permanent General Companies, Inc.

  • Executive Assistant to President & COO

    Location US-TN-Nashville
    Posted Date 1 week ago(1 week ago)
    # Positions
    1
    Category
    Administrative/Clerical - Office Management
  • Overview

    This position provides executive support in a one-on-one working relationship and serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the President.  The Executive Assistant also serves as liaison to the board of directors and senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects.  The Executive Assistant must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven and community oriented.  The ideal individual will have the ability to exercise 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.  The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

    Responsibilities


    • Completes a broad variety of administrative tasks for the President/COO including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.

    • Plans, coordinates and ensures the President/COO’s schedule is followed and respected. Monitors activity to create win-win situations for direct access to the President/COO’s time and office. 

    • Communicates directly, and on behalf of the President/COO, with Board members, employees, and others, on matters related to the President/COO’s initiatives

    • Researches, prioritizes, and follows up on incoming issues and concerns addressed to the President/COO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral or response. 

    • Provides a bridge for smooth communication between the President/COO’s office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff

    • Works closely and effectively with the President/COO to keep him/her 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 President updated as necessary.

    • Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the President/COO, some of which may have organizational impact

    • Successfully completes critical aspects of deliverables with a hands-on approach, including drafting personal correspondence and other tasks that facilitate the President/COO’s ability to effectively lead the company

    • Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures

    • Board Support and Liaison

      • Serves as the President/COO’s administrative liaison to the Board of Directors

      • Assists board members with travel arrangements, lodging and meal planning as needed

      • Maintains discretion and confidentiality in relationships with all board members

      • Adheres to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format



    • Senior Management Liaison

      • Participates as an adjunct member of the Executive Team including assisting in scheduling meetings and attending meetings as necessary

      • Assists in coordinating the agenda of senior management team meetings and off-sites, and all-staff meetings

      • Facilitates cross-divisional coordination of travel and outreach plans



    • Communications, Partnerships and Outreach

      • Ensures that the President/COO’s bio is kept updated and responds to requests for materials regarding the President and the organization in general

      • Edits and completes first drafts for written communications to external sources



    • Employee Engagement and Charitable Organizations

      • Works with the teams in coordinating the President/COO’s outreach activities

      • Follows up on contacts made with the President/COO and supports the cultivation of ongoing relationships

      • Creates correspondence with employees and outside contacts for the President/COO




    Other duties as assigned

    Qualifications


    • High School Diploma / GED; Bachelor’s Degree preferred

    • 5+ years’ experience in an administrative capacity supporting C-level executives

    • Experience and interest in internal and external communications, partnership development, and employee engagement

    • Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail

    • Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, and external partners

    • Expert level written and verbal communication skills

    • Demonstrated proactive approaches to problem-solving with strong decision-making capability

    • Emotional maturity

    • Highly resourceful team-player with the ability to also be extremely effective independently

    • Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response

    • Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment

    • Forward looking thinker who actively seeks opportunities and proposes solutions

    • Proficient with Microsoft Office (Word, Excel, PowerPoint), Adobe and social media web platforms

    • Ability to work in a highly ambiguous environment

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