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Executive Assistant to Chief Executive Officer

2 weeks ago

Nashville, Tennessee, United States The Larko Group Full time

Global Consulting firm is looking for a skilled and proactive Senior Executive Assistant to support the Chief Administrative Officer (CAO) in managing a wide range of professional and personal responsibilities.

We're seeking a polished, highly organized professional with excellent judgment, discretion, and communication skills. The ideal candidate thrives on multitasking, balancing strategic and day-to-day priorities, and is adaptable to occasional evening or weekend support. This is a unique opportunity to play a key role in a dynamic, fast-paced environment.

Responsibilities

  • Coordinate an extensive and dynamic calendar, accounting for multiple time zones, frequent changes, and high-volume requests.
  • Act as a gatekeeper by screening, prioritizing, and redirecting inquiries to protect the CAO's time while maintaining strong relationships.
  • Anticipate the CAO's needs by preparing context, materials, and solutions in advance.
  • Identify and resolve potential scheduling conflicts or operational issues proactively.
  • Manage highly confidential and sensitive information with absolute discretion.
  • Serve as primary liaison for the CAO with senior executives, board members, and other stakeholders, ensuring effective communication and timely follow-up.
  • Support preparation and distribution of materials for board and leadership meetings, including use of board portals (such as Diligent).
  • Oversee logistics for meetings and off-sites, both local and remote, including venue selection, catering, and vendor coordination.
  • Manage communications and relationships with internal teams and external partners to ensure smooth operations across projects and initiatives.
  • Plan, schedule, and manage all aspects of domestic and international travel, including itineraries, ground transportation, accommodations, and last-minute adjustments.
  • Provide financial and administrative support, including expense reports, invoice coordination, and document execution requiring signatures or notary services.
  • Maintain organized systems for files, contacts, and confidential information.
  • Coordinate with IT to ensure the CAO's hardware and software are functioning effectively.
  • Anticipate and address operational needs by identifying issues, developing solutions, and driving follow-through.
  • Manage a range of personal and professional tasks for the CAO, including memberships, scheduling appointments, and coordinating with outside advisors.

Ideal Experience

  • Bachelor's degree preferred, or equivalent experience.
  • 10+ years of experience as an executive assistant supporting C-Suite executives (personal support experience a plus).
  • Willingness to work extended or irregular hours as needed to support the CAO.
  • Proficient in Microsoft Office and comfortable learning and adapting to new software and technology tools.
  • Highly skilled at managing complex scheduling, travel, and communications.
  • Must be Nashville-based with reliable transportation.
  • Demonstrates trust, discretion, and professionalism while managing highly confidential matters.
  • Anticipates needs, solves problems proactively, and adapts seamlessly to shifting priorities.
  • Communicates with clarity, confidence, and diplomacy across all levels of the organization.
  • Excels at prioritization and time management, ensuring the CAO's focus remains on high-value activities.
  • Builds trusted relationships with executives, board members, and external partners.
  • Maintains composure and resilience under pressure in a fast-paced environment.

The Larko Group is a women-owned, premier staffing and recruiting firm based in Chicago with a nationwide reach. We specialize in Direct Hire, Temp-to-Hire, and Temporary/Project placements across a wide range of roles, including Executive Assistants, Administrative Assistants, Personal Assistants, Chief of Staff, Office Managers, Receptionists, General Office, Event Support, Project Management, and Customer Service.