Executive Assistant

The Executive Administrative Assistant provides initiative-taking, well-rounded support to help both the Chief People Officer and Chief Information Officer make the most of their time and stay connected with direct reports, colleagues, and external partners. This role manages a variety of tasks, from scheduling and meeting prep to follow-ups and coordinating complex travel. Takes initiative to streamline processes, manage projects, and keep information and people organized. Gathers and summarizes research for executives and helps keep things moving behind the scenes. Builds strong relationships across the organization and uses good judgment and discretion to support the executives’ work. May also coordinate support staff and other resources as needed.

Essential Job Functions:

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skills, and abilities required.

Duties and Responsibilities:

• Facilitates special projects and ensures cross-functional collaboration and alignment with organizational goals
• Effectively communicates and collaborates between the executive teams and other departments
• Prepares and reviews high-level reports, presentations, and correspondence, including Board of Directors and Investors presentations
• Coordinates and participates in executive meetings, ensuring follow-up on action items and decisions
• Maintains executives’ schedules, including organizing appointments, meetings, and travel arrangements
• Prepares meeting agendas, take minutes, and follow up on action items
• Functions as a point of contact between executives, employees, clients, and external partners
• Manages confidential information with discretion and professionalism
• Manages expense reports for Chief People Officer and CIO
• Provides organization for the Executive Administrative Assistants cohort
• Performs general office duties such as ordering supplies, managing files, and overseeing office equipment maintenance

The above statements describe the general nature and level of work only. They are not an exhaustive list of all required responsibilities, duties, and skills. Other duties may be added, or this description amended at any time. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

Desired Competencies:

• Business Communications
• Ability to handle confidential information with discretion
• Document Preparation
• Inquiry Research
• Correspondence Development
• Management Reporting
• Project Management/Coordination
• Presentation Development
• Logistics Management

Education and Experience:

• Bachelor's degree in a related field and a minimum of 3 years of relevant experience managing complex projects and initiatives required; in lieu of a degree, 8 or more years of directly related experience will be considered
• Strong organizational skills
• Excellent written and oral communication and people skills
• Ability to think strategically and execute methodically
• Proficiency in Microsoft Office Suite; superior PowerPoint, Excel skills
• Experience with AI preferred
• Ability to work well under pressure and manage multiple tasks simultaneously
• Important level of integrity and ability to maintain confidentiality

Location | Nashville, TN- We are seeking candidates who can work onsite 5 days/week. 

Travel Requirements: Less than 20% travel (e.g. 10% travel to differing locations, 90% of the time working from an office)

Physical Demands: The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this position:

Frequent: Sitting, walking, eye/hand/foot coordination and repetitive motion.

Occasional: Standing and bending.

Infrequent: Lifting up to 10 pounds.

Highspring is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law. 

Determining compensation for this role (and others) at Highspring depends upon a wide array of factors including but not limited to the individual’s skill sets, experience and training, licensure and certifications, office location and other geographic considerations, as well as other business and organizational needs. With that said, as required by local law, Highspring believes that the following salary range reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure to be between $70,000 and $85,000. The individual may also be eligible for a variety of bonus and financial incentives based on individual and company performance.