Executive Assistant

Job Title: Executive Assistant

Position Location: Nashville, TN

Department: Administration

Type: Full-time

Pay: Starting at $60,000 BOE

Schedule: Monday- Friday, 9am to 5pm

Majestic Photobooth is a leading provider of creative photo experiences and custom photobooths for brands, venues, and events nationwide. Since 2006, we have been trusted by some of the world's best-known brands to make their events and spaces unforgettable.

Our mission is simple yet powerful: To bring people together & amplify brands, venues, and events through unforgettable photobooth experiences.

Our core values guide everything we do:

• Smiles Are Contagious. Every photo taken in a Majestic booth is an opportunity to spark joy and create a memory worth keeping.
• Better Every Day. We're always learning, innovating, and refining — from our technology and user experience to our partnerships and people.
• Make it Majestic. We set a high bar for ourselves, our products, and our teams because our clients and their guests deserve nothing less than an exceptional experience.

If you're inspired by creativity, connection, contagious smiles, and you want to help build something unforgettable, we'd love to meet you

Role Overview:

The Executive Assistant (EA) provides high-level administrative and operational support to the CEO and plays a central role in aligning internal systems, processes, and communications with the company's strategic vision. This role requires a proactive, organized, and tech-savvy professional who can bridge day-to-day execution with long-term operational efficiency.

The ideal candidate is both a strategic partner and a hands-on executor, comfortable managing administrative tasks, streamlining communication between departments, and building systems that improve collaboration and accountability company-wide.

Executive Support:

• Support the CEO with documentation, approvals, and process management.
• Manage calendars, coordinate meetings, and schedule appointments across multiple time zones.
• Anticipate the CEO needs and proactively manage priorities, deadlines, and deliverables.
• Prepare and edit correspondence, reports, presentations, and other documents on behalf of the CEO.
• Handle confidential and sensitive information with the highest degree of professionalism and discretion.

System Management:

• Partner with the CEO to build and enhance internal systems (Notion, HubSpot, and other tools) that support the company's structure, growth, and strategic goals.
• Translate the CEO's vision into operational frameworks by developing functional dashboards, pipelines, and documentation systems.
• Maintain and continuously refine Notion as the central hub for company knowledge, process tracking, and cross-departmental collaboration.
• Collaborate with department leads to ensure each function's systems and workflows are efficient, consistent, and aligned with overall company objectives.
• Train and support team members in adopting new systems and processes to maximize organizational efficiency and communication.

Cross-Departmental Coordination

• Facilitate communication between the CEO and department leaders, ensuring clear visibility on priorities and project progress.
• Coordinate and track company initiatives, meetings, and deliverables to ensure accountability and alignment.
• Support the CEO in organizing leadership meetings, documenting key outcomes, and monitoring action items through Notion or other project tools.
• Drive clarity and organization throughout the company by maintaining accurate documentation and structured communication systems.

Administrative Excellence:

• Maintain organized filing systems and ensure data accuracy in digital and physical records.
• Support the executive team with documentation, approvals, and process management.
• Draft meeting agendas, take notes, and prepare concise meeting summaries or follow-up communications.
• Identify opportunities to improve efficiency and streamline executive workflows.

Ideal Candidate

• Self-sufficient and thrives in an environment that requires independent judgment and ownership.
• A clear and direct communicator, comfortable providing honest feedback and sharing perspective—even when it's challenging.
• Naturally proactive and anticipatory, able to identify potential issues or inefficiencies before they become problems.
• Calm under pressure and skilled at balancing multiple priorities without losing focus on details.
• Confident, solutions-oriented, and motivated by creating structure out of complexity.

This isn't just a support role, it's a strategic partnership with the CEO to help drive focus, efficiency, and results across the company.

Education & Experience:

• Bachelor's degree or equivalent experience preferred.
• 2-5 years of experience as an Executive Assistant, Operations Coordinator, or similar role supporting senior leadership.
• Proven experience with Notion & Hub Spot is a plus
• Exceptional organizational and communication skills, with high attention to detail.
• Strong problem-solving skills and ability to manage multiple priorities in a fast-paced environment.
• High level of discretion, emotional intelligence, and professionalism.
• Proficiency in Google Workspace

Why Join the Majestic Team?

• Competitive pay
• Paid time off
• 401(k) - 3% Employer Contribution
• Short-term & Long Term Disability
• Health insurance stipend
• Paid Parental Leave
• Unlimited photos
• Join a collaborative team that values craftsmanship, innovation, and growth

rbfaFcMzfK