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Administrative Assistant

3 months ago

Nashville, United States StoryBrand & Business Made Simple Full time
Job DescriptionJob Description

Job Summary

As the Administrative Assistant, you will support the daily operations of the business, partnering closely with the President, Director of Operations, and the Director of the Office of the CEO. Daily and weekly tasks will vary depending on the needs of the business, but examples of tasks you will be responsible for are: administrative support, calendar management and meeting coordination, HR support, property management, and event planning. Below is a summary of essential duties and responsibilities.

Essential Duties and Responsibilities

Administrative Support:

  • Manage the President’s inbox throughout the day so projects keep moving while flagging messages that only they can respond to.
  • Manage scheduling and anticipate needs throughout the week, staying up to date on the President’s projects, calendar, and priorities.
  • Conduct research and provide support for various operational projects and initiatives.
  • Organize legal tasks and ensure all deadlines are met.
  • Proofread and edit important emails and documents.

HR Support:

  • Support the hiring process by reviewing resumes, conducting screening calls, scheduling follow-up interviews, and assisting with onboarding for new employees.
  • Assist in scheduling performance reviews and conducting annual employee survey. 
  • Help organize and facilitate employee events and activities, including but not limited to: staff lunches, bi-annual kickoff call, annual holiday party, etc. 
  • Acknowledge all employee birthdays and anniversaries by posting in Slack and sending out an employee gift when certain milestones are hit.
  • Assist with selecting and sending out gifts when employees experience major life moments (new house, baby, wedding, death of a loved one…) 

Property Management: 

  • Cleaning & Organization:
    • Maintain daily cleanliness of the kitchen and common areas of the Office (including refrigerator, coffee maker, the Jura coffee maker, and dishwasher).
    • Straighten conference room chairs and office furniture as needed.
    • Maintain the organization and inventory of all supply and storage areas.
    • Establish designated storage locations for all kitchen, food & beverage, housekeeping, office, and maintenance supplies. 
    • Serve as hub for all employee requests for supplies and other needs.
    • Once a week, or when visiting Goose Hill, check all internal areas, porches, and entrance ways for cleanliness and organization. Tidy up as necessary.
  • Mail
    • Check the mailbox daily at the office and accept packages. Sort and distribute office mail and packages as appropriately.
    • Check company PO box twice a week and distribute mail to office or Goose Hill as needed.
    • Mail packages and books via USPS, UPS, or FedEx.
  • Property Management:
    • Perform light property maintenance duties as needed (e.g. changing light bulbs) and change air filters quarterly. This is for all 3 buildings at Goose Hill and at the office.
    • Manage vendor relationships relating to operations (housekeeping, property maintenance, event, lawn care, coffee supply, and other vendors)

Event Management:

  • Assist key-stakeholders in planning and organizing customer-facing events or promos.
  • In coordination with the Director of the Office of the CEO, compile event specific BEOs (banquet, event, orders) and execute events according to BEO details.
  • Be the onsite event coordinator at designated company or affiliated events.
  • Oversee event setup and breakdowns, including room setups, arrangements, and AV setup as needed. Several times a year events could be in the evenings or on a weekend. 
  • Plan and organize internal events, staff training and/or employee engagement activities.
  • Own ordering, planning, setup, and clean up of Staff Lunches.

Perform all other duties as assigned.

Knowledge, Skills and Abilities

  • A genuine love for people and a passion to do work at the highest level
  • Extremely detail-oriented with no tolerance for mistakes 
  • A drive to get things done without needing to be micromanaged
  • Ability to prioritize and multitask in a fast-paced environment
  • Ability to build rapport with staff, contractors, and customers
  • Proven track record of owning your goals and consistently surpassing them
  • Critical thinker and problem-solver
  • Customer-oriented mindset, having the ability to anticipate needs and get out ahead of them
  • Can clearly and succinctly communicate both verbally and in writing 
  • The ability to work well independently while collaborating with other teams and leaders
  • Runs to the task that no one wants to complete
  • Isn’t afraid to push back when the situation warrants it
  • Learns quickly when facing new problems or in obtaining new information
  • Positive attitude, team player, and willingness to learn
  • Ability to use technology and automation efficiently

Benefits

  • Health care plan (medical, dental & vision)
  • Life insurance (basic, voluntary & AD&D)
  • Paid time off (vacation, sick & public holidays)
  • Family leave (maternity, paternity)
  • Hybrid work model
  • Training & development opportunities
  • Team parties and events
  • Bonus opportunities

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