Executive administrative assistant jobs in Jackson, TN - 1,342 jobs

Company: Holland Homes, LLC Salary Range: $55,000-$70,000 The Role We are seeking a highly organized, proactive, and detail-oriented Executive Leadership Associate to provide comprehensive support to the CEO. This role is critical in ensuring the CEO's office runs smoothly and efficiently. The ideal candidate is resourceful, professional, and thrives in a fast-paced environment while maintaining confidentiality and discretion. This role is unique, in that it serves as a 2-year training opportunity directly under the CEO. Join an exclusive executive leadership development program designed to attract top-tier talent and empower high-capacity leaders. This role accelerates your growth, fast-tracks your career trajectory, and unlocks your full potential for promotion and impact. 2-year commitment Initial 18 months: work directly with the owner and CEO Final 6 months: continue to carry out the role while hiring, training, and replacing the role Key Responsibilities Executive Support & Calendar Management Manage and prioritize the CEO's calendar, including scheduling meetings, appointments, and travel arrangements. Coordinate internal and external meetings, ensuring all logistics and materials are prepared. Act as the primary point of contact for the CEO, handling communications with professionalism and discretion. Administrative & Operational Support Prepare reports, presentations, and correspondence on behalf of the CEO. Maintain organized filing systems (digital and physical) for confidential documents. Assist with expense reporting and budget tracking for the executive office. Leadership Team Coordination Support Lead Team meeting preparation, including agendas, materials, and minutes. Liaise with senior leadership and department heads to ensure alignment on priorities and deliverables. Special Projects & Event Coordination Assist with strategic projects and initiatives directed by the CEO. Coordinate executive-level events, offsites, and stakeholder engagements. Unparalleled Leadership Exposure In this role, you will work directly with the Owner of the company, supporting daily administrative operations while gaining unique access to the inner workings of executive leadership. This opportunity offers: Direct mentorship from the Owner and insight into strategic decision-making Comprehensive understanding of business operations and what it takes to run a successful organization Exclusive exposure to entrepreneurial vision and the company's long-term direction Professional development opportunities designed to enhance your leadership capabilities Proven personal disciplines to accelerate growth and position you for future promotion Performs other duties as assigned. Preferred Qualifications Bachelor's degree in Business Administration, Communications, or related field preferred. Experience supporting C-suite executives or senior leadership. Exceptional organizational, time management, and multitasking skills. Strong written and verbal communication abilities. High level of discretion and confidentiality. Ability to anticipate needs and solve problems proactively. Requirements Proficiency in Microsoft Office Suite. On-site work from 8 a.m. - 5 p.m. A 90-day probationary period will commence on day 1 of employment. Work Location: In person

Mainline Services is seeking a highly organized and experienced Executive Assistant to provide administrative support to our executive team. The ideal candidate will possess excellent communication skills, attention to detail, and the ability to multitask in a fast-paced environment. This role will play a crucial part in ensuring the smooth operation of our executive office and facilitating effective communication within the company. Responsibilities Provide administrative support to the executive team, including but not limited to scheduling meetings, managing calendars, and making travel arrangements. Prepare and edit correspondence, reports, presentations, and other documents as needed. Coordinate and facilitate internal and external communications, including answering phone calls, responding to emails, and interacting with clients, vendors, and stakeholders. Assist in the preparation of agendas and materials for meetings, take meeting minutes, and follow up on action items. Conduct research and compile data to support decision-making processes. Manage and maintain executive files, records, and databases. Coordinate special projects and events as assigned by the executive team. Act as a liaison between executives and other departments within the company. Perform general office duties such as ordering supplies, organizing office space, and assisting with other administrative tasks as needed. Qualifications: Proven experience as an executive assistant or similar role, preferably in the construction or railroad industry. Proficient in Microsoft Office Suite and other relevant software applications. Excellent communication skills, both written and verbal. Strong organizational and time-management skills with the ability to prioritize tasks. Ability to maintain confidentiality and exercise discretion in dealing with sensitive information. Detail-oriented with a high level of accuracy in work. Ability to work independently with minimal supervision and as part of a team. Flexibility to adapt to changing priorities and deadlines. Professional demeanor and interpersonal skills. This job description is intended to convey information essential to understanding the scope of the position and is not an exhaustive list of skills, efforts, duties, responsibilities, or working conditions associated with it. Management may assign or reassign duties and responsibilities to this job as needed.

SHR Talent is partnering with a client in its search for a highly organized Executive Assistant to support the Chief Executive Officer (CEO) and select members of the executive leadership team at its Birmingham office. The Executive Assistant role is ideal for a proactive, detail-oriented professional who enjoys being close to leadership, managing priorities, and helping run the day-to-day rhythm of a fast-moving business. The ideal candidate is polished and resourceful with strong organizational, time management, and prioritization skills, excellent communication abilities, a proactive, solutions-oriented mindset with attention to detail, maintains a high level of discretion, professionalism, and emotional intelligence, is comfortable operating in a fast-paced, evolving environment, and thrives in an office-based leadership support role. The Executive Assistant role blends traditional executive assistant responsibilities with broader business management support, requiring strong communication skills, discretion, and the ability to anticipate needs in a dynamic environment and offers strong visibility, meaningful responsibility, and the opportunity to grow alongside an organization that is continuing to scale. Responsibilities: Provide high-level administrative and operational support to the Chief Executive Officer and select executive leaders Manage complex calendars, scheduling, and meeting coordination Serve as a gatekeeper and liaison between leadership and internal and external stakeholders Prepare meeting materials, agendas, notes, and follow-ups Assist with business operations, special projects, and executive initiatives Coordinate travel arrangements and expense reporting Help maintain office organization, workflow, and communication cadence Track action items and ensure follow-through across leadership priorities Handle confidential and sensitive information with discretion and professionalism Support ad hoc projects as needed to help leadership operate efficiently Qualifications: Bachelor's degree preferred, but not required with relevant experience 5+ years of experience as an Executive Assistant or similar role Experience supporting C-level or senior executive leadership Strong proficiency in Microsoft Office or Google Workspace

A respected Louisville organization is seeking an exceptional Executive Assistant to provide high-level administrative and operational support within a fast‑paced, high‑visibility environment. This role is ideal for someone who brings structure, clarity, and precision to complex priorities and operates with the highest level of professionalism and discretion. Key Responsibilities • Full ownership of a dynamic, fast‑changing executive calendar • Prioritization of meetings, commitments, and strategic initiatives • Coordination of internal and external communications • Preparation of agendas, materials, presentations, and follow‑up actions • Support for travel planning, logistics, and executive-level coordination • Acting as a trusted liaison across departments and with external partners • Maintaining strict confidentiality around sensitive information What We're Looking For • Proven experience supporting senior executives or leadership teams • Exceptional attention to detail and organizational discipline • Strong written and verbal communication skills • Ability to anticipate needs and proactively manage priorities • Mastery of Microsoft Office Suite and Outlook calendar management • High emotional intelligence, sound judgment, and a calm, solutions‑oriented approach Why This Role Stands Out • High organizational visibility and influence • Opportunity to bring structure and impact to a fast‑paced executive office • A culture that values professionalism, trust, and proactive problem‑solving If you excel at managing complexity, staying ahead of the day, and supporting leadership at a high level, we'd love to connect. Please reach out or apply directly to learn more.

- Community/Association Management Beacon Management Services is hiring an *Entry-Level Team Member* to join our association management company. This is a great opportunity to grow your career with an excellent team-oriented work environment. **Duties Include: * Administrative support * Property visits * Data entry * Hands-on training for growth and skillset **What We're Looking For: * Strong work ethic * Dependable and reliable * Excellent customer service skills * Positive, team-focused attitude * Reliable vehicle and valid driver's license required **What You'll Get: * Great opportunity for career growth * Supportive and collaborative work environment * Hands-on training and development * Competitive benefits package * Health insurance benefits * Paid time off * Retirement savings plan If you're motivated, dependable, and enjoy helping others, **we want to hear from!! Qualifications Strong interpersonal, customer service and communication skills Ability to multitask Show initiative Proficient in Microsoft Office suite Proficient in web applications

Founded in 2016, DB General Contracting, LLC is a full-service construction partner specializing in General Contracting, Construction Management, Renovation, and Commercial Construction. Based on a foundation of integrity, craftsmanship, and transparent communication, DB General Contracting is committed to delivering high-quality projects for clients. The experienced team manages projects of various sizes, from intricate renovations to large-scale commercial builds, with precision and professionalism. They work closely with clients, architects, and trade partners to create functional and durable spaces that meet each project's unique needs. The company prides itself on delivering projects on time, within budget, and to the highest standards of quality. Position Summary We are seeking a reliable, detail-oriented Part-Time Administrative Assistant to support our day-to-day financial and administrative operations. This is an onsite role ideal for someone with strong QuickBooks experience and excellent organizational skills. Key Responsibilities Maintain accurate financial records using QuickBooks Manage Accounts Payable, including entering bills and scheduling payments Manage Accounts Receivable, including invoicing and payment tracking Prepare and issue checks as needed Create and send invoices to clients/customers Maintain and reconcile the checkbook ledger Collect, organize, and maintain tax and insurance documentation for subcontractors Ensure records are up to date, accurate, and audit-ready Provide general administrative support related to bookkeeping functions Qualifications Proven experience with QuickBooks Strong understanding of accounts payable and accounts receivable processes High attention to detail and accuracy Strong organizational and record-keeping skills Ability to handle sensitive financial information confidentially Prior administrative or bookkeeping experience preferred Schedule Part-time Onsite

Machine Technology, Inc. is a precision manufacturing company specializing in high-tolerance machined components for industries such as aerospace, automotive, medical, and defense. Leveraging advanced multi-axis CNC Swiss lathes, CNC turning centers, and CNC milling machines our team of skilled machinists and engineers supports the critical manufacturing operations of our valued partners. We are committed to innovation, precision, and customer satisfaction. Role Description This is a full-time on-site role for an Administrative Assistant located in St. Louis County, MO. The Administrative Assistant will manage daily administrative tasks to ensure smooth office operations, complete data entry & manage documentation for customer orders, vendor orders, A/R & A/P, and assist in the coordination of customer order fulfilment. Other responsibilities include filing, supply management/ordering and providing exceptional customer service via phone & email. Qualifications Experience in a small company office Familiarity with maintaining documentation for order/contract compliance Strong phone & email etiquette with professional communication skills Experience in a discrete manufacturing environment Exceptional organizational and multitasking abilities Proficiency in standard office software (e.g., MS Office Suite) plus ERP/MRP systems Strong time management and attention-to-detail skills Ability to work collaboratively in a team environment High school diploma or equivalent; additional relevant certifications are a plus

The ideal candidate will exhibit high standards, excellent communication skills, and have an ability to take initiative, and prioritize daily tasks. A strong ability to take charge and meet tight deadlines will ensure your success in this multi-faceted role. Responsibilities Verifying and updating record Processing orders Processing fingerprint card submissions Pulling, scanning, and inputting cards Other general administrative duties Qualifications High school diploma or equivalent

Job Title: Warehouse Administrative Assistant Work Schedule: Monday-Friday, 7:00 AM - 3:30 PM Schedule may vary based on business needs During peak season (March-May), shifts may extend up to 12 hours and include nights and weekends Job Summary The Administrative Assistant supports daily site operations by managing administrative, inventory, and logistics-related tasks. This role works closely with operations, shipping/receiving, and safety teams to ensure accurate documentation, efficient workflows, and compliance with safety and inventory procedures. Key Responsibilities Administrative & Office Support Manage and distribute incoming and outgoing mail, emails, voicemails, and other correspondence Perform copying, filing, faxing, data entry, and confidential document handling Coordinate calendars, meetings, and site events as needed Order catered meals and assist with meeting and event logistics Prepare and submit expense reports Shipping, Receiving & Inventory Support Monitor and administer shipping and receiving activities for the facility Perform daily and monthly inventory reconciliation and reporting Enter Bills of Lading (BOLs) into Excel for inventory tracking Conduct daily inventory checks and assist with inventory accuracy Support basic logistics and supply chain coordination Scale & Truck Operations Support Scale inbound and outbound dry fertilizer trucks Scale inbound and outbound anhydrous ammonia trucks Ensure truck drivers have proper personal protective equipment (PPE) prior to receiving pick tickets Safety & Compliance Support Assist with contractor safety orientations and permitting processes Support site safety procedures and documentation requirements Required Skills & Qualifications Proficiency in Microsoft Office (Excel, Word, Outlook) Basic computer and data entry skills Experience with inventory tracking or inventory management Familiarity with supply chain or logistics operations Ability to handle confidential information with discretion Strong organizational and communication skills Preferred Qualifications Experience with SAP S/4HANA Prior experience in a manufacturing, agricultural, or industrial environment Knowledge of shipping, receiving, or warehouse operations Work Environment Office and industrial site environment Interaction with truck drivers, contractors, and operations personnel Must be able to adapt to extended hours and changing schedules during peak seasons

Administrative Assistant for Senior VP for University Advancement Full-time position - Posted 12/23/25 Responsible for a wide variety of administrative tasks and projects supporting the Senior Vice President for University Advancement and the University Advancement mission, goals and team. Serves as a liaison to donors, alumni, volunteers, and trustees while managing complex projects and office operations. Role qualifications * Strong ability to create good will and relate interpersonally with university guests, staff, faculty, and students. * Committed to excellence in work; detail-oriented and accurate. * Project manager with the ability to assume responsibility and set priorities with minimal supervision. * Strong writing and editing skills. * Comfortable and good working with numbers. * Can work and thrive in a fast-paced work environment. * Flexible and capable of changing projects as needed. * Can multitask numerous projects with various deadlines. * Trustworthy with confidential information. * Is a team player and can work and thrive in a team environment. * Customer-service mindset with a commitment to supporting mission-driven work. * Commitment to the Articles of Faith, Mission, and Objectives of the University; and desires to be a role model for students by demonstrating an active Christian faith in personal example and in work-related responsibilities. Position responsibilities Project Management * Serves as the University Advancement Office Manager and manages all aspects of the office, including office moves, maintenance requests, overseeing copiers and printers, maintaining office supplies and other office management duties. * Distribute incoming mail as needed. * Manage and monitor UA budgets, providing a monthly summary to the SVP. * Manage some aspects of alumni and friends overseas and US-based trips led by the SVP. * Manage timelines and deadlines for Advancement deliverables. * Serve as UMC Accounts Payable Manager, creating vouchers, invoices, billing spreadsheets and new job requests. * Other duties as assigned. Administrative Assistant for SVP for Advancement * Facilitate and manage aspects and details of the SVP's office. * Manage the SVP's calendar, including meetings, travel, and donor visits. * Supervise work study students. * Screen and prioritize emails, calls, and meeting requests. * Perform clerical duties for SVP, including answering phones and creating and typing correspondence. * Create meeting agendas, notes, and follow-up actions. * Handle visitors and callers efficiently and graciously; ensure that messages are forwarded promptly. * Coordinate travel arrangements, itineraries, and expense reports. * Reconcile monthly credit card statements and maintain proper receipting and records. * Maintain donor confidentiality and support the preparation of donor briefings, thank-you letters, and contact reports. * Support the SVP in stewardship and cultivation efforts through research and tracking relationships. * Serve as an administrative liaison to key donors, alumni, volunteers, and trustees. * Draft, proofread, and format correspondence, reports, proposals, and presentations. * Draft letters and other written materials for SVP. * Maintain filing for the office of SVP for University Advancement. * Prepare birthday cards and other notes for constituents assigned to SVP. * Schedule and prepare materials and meeting agendas for internal and external meetings. * Help facilitate presentations needed for board, alumni meetings and other events as needed. * Coordinate JBU Board of Trustee Development Committee meetings, agendas, presentations and minutes. * Assist SVP for University Advancement in staff recruitment and help with orienting and onboarding new staff. * Meet and communicate regularly with SVP for University Advancement on projects and responsibilities. Database * Input data into Raiser's Edge NXT and help the data team with database needs. * Serve as backup in various Raiser's Edge NXT database functions. Essential skills and experience * Project Management. * Excellent writing and editing skills. * Highly organized. * Proficient or ability to become proficient in Microsoft Office applications and Raiser's Edge NXT database. * Customer-service mindset with a commitment to supporting mission-driven work. * Ability to utilize AI to achieve efficiencies. * Detail-oriented, but able to be flexible in a fast-paced and constantly changing fundraising environment. * Ability to own projects, navigate challenges, and finish the projects. Preferred skills and experience * Project management and/or administrative/office experience. * Proficient in Microsoft Office applications. * Experience in CRM system such as Raiser's Edge. * Demonstrated understanding of fundraising, donor engagement, and the broader goals of institutional advancement. Education Bachelor's degree Reporting to this position Student Work-Study Staff Physical demands and work environment Physical demands: While performing the duties of this job, the employee is occasionally required to walk; stand; sit; use hands; reach with hands and arms; balance; stoop; talk and hear. The employee must occasionally lift and/or move up to 15 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Work environment: The noise level in the work environment is usually minimal. The employee is expected to adhere to all University policies. About JBU Information describing the university is available online. Apply To apply, please upload the following documents to the "Upload Your Documents" page: * Cover Letter * Your resume * A completed and signed staff employment application (Click Here to Access the Application) Only complete materials will be reviewed. Applicants selected for an interview will be contacted by the university. Contact information: Office of Human Resources John Brown University 2000 West University Street Siloam Springs, AR 72761 Phone: ************ e-mail: ************

The Lutheran Church - Missouri Synod The LCMS Mission "In grateful response to God's grace and empowered by the Holy Spirit through Word and Sacraments, the mission of The Lutheran Church-Missouri Synod is vigorously to make known the love of Christ by word and deed within our churches, communities, and world." Department Profile The President has ecclesiastical, ecumenical, and administrative responsibilities as outlined throughout the Constitution and Bylaws and are carried out in the context of the various roles and responsibilities of Synod leadership (officers, boards, agencies, etc.) as outlined in the LCMS Handbook and LCMS Board of Directors policies. The President serves as the chief ecclesiastical officer of the Synod. He is responsible for the ecclesiastical supervision of the doctrine taught and practiced in the Synod, including all Synodwide corporate entities (Bylaw 3.3.1.1) and of all officers of the Synod and its agencies, the individual districts of the Synod (through the respective district presidents), all district presidents (Bylaw 3.3.1.1.1), and all employed by the Synod (Const. Art. XI B 1 a). He also supervises, through the Chief Mission Officer (CMO), the activities of the CMO's subordinates. The President does not serve as the “general” supervisor of other officers and their areas, such as the Chief Financial Officer (CFO) and Chief Administrative Office (CAO), who are supervised by and report to the Board of Directors, but does oversee (as defined in Bylaw 1.2.1 [p]) the activities of all officers, executives, and agencies of the Synod to see to it they are acting in accordance with the Constitution, Bylaws, and resolutions of the Synod (Bylaw 3.3.1.2). The President is the chief ecumenical officer as outlined in Bylaw 3.3.1.1.2. The President leads the Administrative Team and is supported, with regard to the national office, by the Operations Team (Bylaw 3.5.1.1). These teams assist both the President and the Board of Directors in carrying out their respective oversight, supervision, management, and coordination (Bylaws 3.5.1-2). Reporting Relationships Reports to and is accountable to the President. Serves as a member of the President's Executive Staff, working collaboratively with other OTP staff including the First Vice-President, administrative staff, the Chief Mission Officer, other Synod Officers, and Unit Executives; also interfaces as needed with Synod congregations, members, districts, schools, universities, seminaries, other institutions and/or organizations of the Synod. Position Summary Essential Job Functions • Serves as convention coordinator for the Synod Convention carrying out planning, organization, and implementation of national convention and the installation service; • Responds to inquiries on behalf of the President, as needed. • Works behind the scenes to solve problems, mediate disputes, and deal with issues before they need to come to the President. • Serves as advisor to the President in areas of expertise, assisting him in carrying out the goals, functions, and strategies of the President's Office. • Plans, participates, and attends meetings of the President and other advisors, as requested by the President. • Assists the President in his responsibilities and roles with various committees, board meetings, task forces, district visitations, making board/commission appointments and/or nominations, hiring approvals, etc. • Coordinates President's review and approval of requested event speakers; • Assists in the annual Synod budget development process. • Oversees publication of quarterly Free to be Faithful newsletter. • Conducts research, gathers information, prepares presentation and reports for internal and external audiences on behalf of the President, as assigned; • Participates with other presidential staff persons in the operation of the Office of the President. • Completes special projects of the President's office, as assigned; Education and Experience • Active, in good standing, member in an LCMS congregation. • Good understanding of and faithful to the Holy Scriptures and Lutheran Confessions and completely and evangelically supportive of the doctrinal position of the LCMS. • Advanced academic or professional degree, preferred • Proven skill and working knowledge of sound administration procedures. • At lease five years experience working in a team setting, preferably in a church, school or district setting. • Superior written and oral communications skills. • Above average ability to be sensitive to the needs of people. • Significant knowledge of the structure and polity of the Synod. Competencies (Knowledge, Skills and Abilities) • Superior skills in reading, writing, and reasoning • Excellent verbal communication skills with colleagues, constituents, partners, and stakeholders • Competent diplomatic and hospitality skills • Experience in budget development and management, preferred • The ability to exercise and promote confidentiality and security connected with the Office of the President. • Ability to handle moderate to high levels of stress. • Organized and detail orientated • Adaptable, comfortable with frequent change • Self-starter, able to accomplish goals/tasks without daily supervision • Able to juggle multiple projects and deadlines at the same time • Able to stay calm under pressure • Travel as required by the President with the possibility of working extended schedules as necessary. Supervisory Responsibility NONE

Independently manages and oversees the activities of the Vice President of a major, multifaceted division of the University. Acts as the primary point of contact for both internal and external constituencies on all matters pertaining to the office and assists and represents the office principal in communicating with constituents. Researches, prioritizes, and follows-up on multiple issues and concerns addressed to the office principal, including those of a sensitive and/or confidential nature. Manages a variety of special projects, some of which may have institutional impact. Salary Grade: 14 Please see Staff Compensation Structure or Skilled Crafts and Service Maintenance Compensation Schedule for salary ranges. For salary grade UC, these positions are "Unclassified" and salary ranges are determined by the hiring department. Essential Duties and Responsibilities: 1. Serves as the primary point of initial contact on any matter directed to the office by University and community constituencies; independently researches and prioritizes incoming issues and determines appropriate course of action, referral, and/or response. 2. Oversees and coordinates the day-to-day activities of the office administrative support staff, to include management and training, scheduling and prioritizing work assignments, and implementation of effective operating policies, procedures, and systems. 3. Manages special programs for the office principal, some of which may have University-wide impact. 4. Gathers, investigates, researches, analyzes, and/or studies information affecting University-wide, intradepartmental, or interdepartmental operations. 5. Coordinates the disposition and/or resolution of individual problems and disputes involving faculty, staff, students, and/or members of the general public, as they arise. 6. Coordinates and/or assists with establishing or recommending budget allocations for the office and reviews revised and final budgets; may coordinate the budget processes for one or more other internal or external organizational entities, as specifically assigned. 7. Reviews and approves transactions, as assigned, and advises the office principal on appropriate disposition; provides key coordination and consultation with regards to faculty/staff recruitment and hiring, as appropriate to the position. 8. Provides assistance in the understanding and interpretation of University policies and procedures, as appropriate, and ensures that office operations are in compliance with policy provisions and standards. 9. Participates in various committees and professional organizations. 10. Oversees the planning and coordination of key special events for the office principal. 11. Performs miscellaneous job-related duties as assigned. Supervisory Responsibility: This position may supervise/coordinate the work of other staff. Minimum Qualifications: Bachelor's degree* Business or other related discipline. Seven years' of directly related experience to the duties and responsibilities specified. A valid driver's license is required. *Any equivalent combination of education and/or experience will be considered for this position. Preferred Qualifications: Administrative experience supporting executive officers in a University setting Knowledge, Skills, and Abilities: 1. Direct, supervise, and coordinate the administrative function of a complex office. 2. Manage complex events calendar for unit; coordinate the logistics of unit functions and events. 3. Manage complex scheduling as directed for the Vice President. 4. Prepare documents for the Vice President as needed for meetings. 5. Study, analyze, and recommend procedures and processes to improve continuity and simplify reporting 6. Manage the daily financial activities of the department or unit, which include budget preparation and control, accounting, purchasing, and business planning and management; ensures compliance with university policies and procedures, state, and federal regulations 7. Coordinate, design, and implement internal financial reporting systems, financial controls, and management information systems in coordination with the automated financial reporting systems of the university. 8. Develop and implement systems and processes to establish and maintain records for the operating unit. 9. Prepare, in conjunction with the budget office, budget requests, operating budgets and formal budget revisions as required. 10. Coordinate the preparation of reports for management; presents recommendations for changes and/or improvements, monetary control, and adherence to budgets. 11. Evaluate and/or negotiates contracts for the purchase of services in coordination with the university purchasing department. 12. Manage cash, cash-related receipts, accounts receivable and credit and collection functions, ensuring timely processing of billings, payments, and collection of program revenue. 13. Fleet Management. 14. As appropriate to the needs of the unit, may oversee auxiliary units. 15. Represents the organization at various community and/or business meetings, committees, and task forces. 16. Performs miscellaneous job-related duties as assigned. Working Conditions and Physical Effort No or very limited physical effort required. No or very limited exposure to physical risk. Work is normally performed in a typical interior/office work environment. Position may require occasional travel. Instructions for Applying: Apply online, attaching a resume and cover letter. Screening Date: Screening will begin on November 11, 2024 and continue until the position has been filled. Equal Employment Opportunity Statement: MSU is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, ethnicity, sex, religion, national origin, disability, age, sexual orientation, genetic information, pregnancy, gender identity, status as a U.S. veteran, and/or any other status protected by applicable law. We always welcome nominations and applications from women, members of any minority group, and others who share our passion for building a diverse community that reflects the diversity in our student population. What do I do if I need an accommodation? In compliance with the ADA Amendments Act (ADA), if you have a disability and would like to request an accommodation in order to apply for a position with Mississippi State University, please contact the Department of Human Resources Management at tel: ************** or *******************. If you have any questions regarding this policy, contact the Department of Human Resources Management at ************** or *******************. Upon request, sections of this job listing are available in large print, and readers are available to assist the visually impaired.

Executive & Personal Assistant The Executive & Personal Assistant serves as a trusted extension of the CEO, providing high-level executive, administrative, and personal support across both business and personal priorities. This role requires exceptional discretion, sound judgment, and the ability to anticipate needs while managing complex schedules, communications, and sensitive matters with professionalism and care. This role is intended for someone seeking a long-term, trust-based partnership supporting the CEO across evolving business and personal needs. Supervisory Responsibilities: None Duties/Responsibilities: Drafts correspondence, reports, and other written materials for senior leadership. Receives incoming communication or memos on behalf of senior staff, reviews contents, determines importance, and summarizes and/or distributes contents to appropriate staff. Calendar Management: Organizes and maintains the calendar to ensure optimal time management. Schedules and coordinates meetings, events, and appointments. Plans and schedules drive times to meetings and travel times to various locations. Email Management: Monitors and manages emails, ensuring timely responses and follow-ups. Purges old emails and unsubscribes from junk mail. Retains important emails and brings attention to those requiring further discussion. Foundation and Community Engagement: Schedules foundation-related activities, including volunteer events. Coordinates and maintains relationships with charitable organizations. Weekly and Daily Task Management: Develops and maintains a weekly schedule, including meetings, walk-throughs, and external engagements. Schedules recurring activities, including personal appointment and maintenance scheduling. Organizes and schedules video calendar content and podcast recordings. Project and Task Organization: Maintains a list of phone calls, projects, and tasks to be completed. Ensures all to-dos are added to the calendar and prioritized based on urgency and importance. Office Management: Performs walk-throughs of facility and participates in walk-throughs with leadership as needed. Manage physical mail by sorting through it, discarding junk, and actioning important items. Personal Assistance: Coordinates personal calendar items, including syncing the personal calendar with work commitments. Schedules and organizes personal trips and itineraries. Manages household-related scheduling, including home maintenance, deliveries, and appointments. Arranges pet care, including feeding and occasional in-home supervision during family travel. Additional duties as assigned by management. Requirements: Excellent verbal and written communication skills. Excellent organizational skills and attention to detail. Excellent time management skills with a proven ability to meet deadlines. Proficient in email management and calendar scheduling software. Ability to function well in a high-paced and at times stressful environment. Extensive knowledge of office administration, clerical procedures, and recordkeeping systems. Able to type minimum of 50 words per minute. Extremely proficient with Microsoft Office Suite or similar software with the ability to learn new or updated software. Maintain confidentiality and discretion in handling all personal and family matters. Demonstrated ability to exercise sound judgment and make independent decisions in confidential situations. Must reside within a 20-mile radius of Gallatin, TN (or within a 30-minute drive) to ensure timely availability for in-person errands, home support, and travel coordination. Education and Experience: High school diploma required; Bachelor's degree in Business Administration or related field preferred. At least four years of related experience required. Physical Requirements: Prolonged periods sitting at a desk and working on a computer. Must be able to lift up to 15 pounds on occasion.

Your Role Do you enjoy a fast paced, creative environment surrounded by bright and driven colleagues? Do you approach every challenge with a can-do spirit? Use your passion for service and attention to detail to help the Gensler team bring designs to life. As a Studio Coordinator/EA, you will provide administrative support to a team of industry-leading designers and architects. You're at the heart of your studio and office's activities and the soul that keeps your studio moving forward. Studio Coordinators/EA's act as an ambassador for their studio and a liaison between their directors/principals and many others. What You Will Do Support Managing Directors with heavy calendar management, detailed travel arrangements, scheduling calls and meetings, processing expense reports, and PCARD reconciliation, and maintaining professional state licenses and memberships. Support Studio Director and Operations Leader with administrative needs, including scheduling meetings, processing expense reports, preparing correspondence, etc. Assist Studio Director with operational aspects of running the studio including but not limited to organizing studio meetings, staffing, financial tracking, timecard collection, PTO tracking, proposal/presentation preparation Assist in processing, editing, and proofing contract documents for clients and consultants Assist Design Managers with administrative tasks including but not limited to logging RFIs and submittals, setting up and maintaining project directories, setting up new projects in project accounting system, transcribe and distribute meeting notes, etc. Coordinate business travel arrangements for all studio members utilizing corporate travel systems (domestic and international) Assist with coordinating internal and external onsite meetings to include reserving conference rooms, preparing meeting agendas, arranging meals and beverages, and greeting guests Coordinate physical archiving of studio projects Liaise with other administrative departments to ensure with seamless coordination and communication with studio Your Qualifications Minimum 5 years of experience in professional administrative position supporting senior leadership Experience booking domestic and international travel Excellent verbal and written communication skills Strong executive presence with the ability to interface professionally with all levels of the firm, clients, and subcontractors Ability to prioritize business responsibilities Must show ability to problem solve, both individually and as part of a team Positive attitude and willingness to “go the extra mile” High level of work ethic and ability to work independently with minimal guidance Proficiency with Microsoft Office (including SharePoint) Adobe Suite/In Design experience a plus Must be available for overtime on an as-needed basis This position is in-person. Successful candidates will be located in the Nashville, Tennessee area. If you're open to relocating to the area, please apply! Non-local candidates are welcome. U.S. News & World Report's 2025-2026 study ranks Nashville in the top 3 places to live in Tennessee! Life at Gensler At Gensler, we are as committed to enjoying life as we are to delivering best-in-class design. From curated art exhibits to internal design competitions to “Well-being Week,” our offices reflect our people's diverse interests. We encourage every person at Gensler to lead a healthy and balanced life. Our comprehensive benefits include medical, dental, vision, disability, wellness programs, flex spending, paid holidays, and paid time off. We also offer a 401k, profit sharing, employee stock ownership, and twice annual bonus opportunities. Our annual base salary range has been established based on local markets. As part of the firm's commitment to licensure and professional development, Gensler offers reimbursement for certain professional licenses and associated renewals and exam fees. In addition, we reimburse tuition for certain eligible programs or classes. We view our professional development programs as strategic investments in our future.

Job Description At SeekOne Roofing, we're not just about roofs; we're about people! As a PEOPLE-FIRST organization fueled by purpose, growth, and service, we pride ourselves on making a positive impact in our vibrant Brentwood, TN community and beyond, including the fantastic cities of Nashville, TN and Huntsville, AL. We're excited to announce that we're looking for a passionate full-time Administrative Assistant to join our dynamic team and provide direct day-to-day support to our company leaders! At SeekOne Roofing, we truly value our team members and offer competitive pay and fantastic benefits to show our appreciation. Pay: $50,000 - $60,000 per year based on experience Benefits: Paid training PTO Flexible schedules Weekly mentorship and personal development opportunities Supportive, faith-driven team culture Industry-leading CRM and sales tools Advancement opportunities within a quickly growing company Join our office and help us grow as we continue to make a difference together! Apply now for this exciting role directly supporting the owners! SCHEDULE FOR OUR EXECUTIVE PERSONAL ASSISTANT TO THE OWNERS: During your time assisting our office, you can anticipate a typical Monday to Friday work schedule, with the possibility of occasional weekend shifts as needed. YOUR ROLE AS AN EXECUTIVE PERSONAL ASSISTANT TO THE OWNERS: As an Executive Personal Assistant to the Owners, your role is both dynamic and integral to the organization's success. Each day begins by reviewing and prioritizing the owners' calendar to ensure their meetings, commitments, and strategic goals flow seamlessly. You'll coordinate and facilitate meetings, take detailed notes, and manage follow-up actions to keep projects moving forward. Acting as a trusted liaison, you communicate on behalf of the owners with staff, clients, and external partners. You'll also handle travel arrangements, manage correspondence, and support company events, while assisting with special projects that reflect the owners' vision for growth and efficiency. This position gives you a front-row seat to leadership decision-making and offers countless opportunities to make a meaningful impact right alongside the owners. In order to do this, you'll need to meet the following qualifications: 2+ years of experience as an Executive Assistant, Administrative Assistant, or similar role Bachelor's degree preferred; administrative experience required Proficiency with Microsoft Office Suite and Google Workspace; QuickBooks experience a plus Exceptional organizational, time-management, and multitasking abilities in a fast-paced environment Ability to handle confidential information with discretion Strong written and verbal communication skills Professional, dependable, and collaborative team player Ability to uphold SeekOne's values of integrity, excellence, faith, and people-first leadership Commitment to continuous personal growth and development Strong listening skills with the ability to understand intent and goals OUR COMPANY Our commitment to serving others and making a positive impact is at the core of our operations here at SeekOne Roofing. Guided by our values of BLESSED, FOCUSED, and COMMITTED, we prioritize people in all that we do. We offer comprehensive commercial and residential roofing solutions, leveraging cutting-edge tools and continually refining our techniques to maintain our leadership in the industry. Our unwavering dedication has been recognized with the prestigious GAF badge and the CertainTeed Five Star badge, earning the trust of our valued customers. If you are seeking to join a dedicated team that fosters personal growth and invests in your future, we invite you to connect with us. BE OUR NEW EXECUTIVE PERSONAL ASSISTANT! So, what do you think? If you're excited about the opportunity to work directly with our owners, support their vision, and help drive the success of our growing company, we want to meet you! Our office values your time, so we've got a simple application process that should take you less than 3 minutes to complete. We look forward to meeting you! Job Posted by ApplicantPro

Special Assistant - Office of the President Department: Office of the President Reports to: President Classification: Full-time, exempt The Special Assistant serves as a key strategic partner to the President, providing high-level coordination and support for presidential initiatives, institutional projects, and executive office operations. This role manages the flow of information and engagement between the President and diverse stakeholders, including the Board of Trustees, senior leadership, faculty, staff, students, alumni, donors, and external partners. The Special Assistant exercises sound judgment, discretion, and diplomacy while advancing Spalding University's strategic priorities in a fast-paced, collaborative environment. Key Responsibilities Strategic Project Management * Lead, coordinate, and execute special projects and strategic initiatives as assigned by the President, including development of project plans and timelines, monitoring progress, and ensuring timely completion of deliverables * Facilitate collaboration across departments and with external stakeholders through task groups, committees, and cross-functional teams * Conduct research, prepare briefing materials, and synthesize data to inform executive decision-making * Track action items and ensure timely follow-up on presidential decisions and directives * Serve as a liaison between the Office of the President and administrative offices, faculty, staff, and external constituencies on assigned initiatives Board of Trustees Support * Plan and coordinate Board of Trustees meetings and retreats, including preparing agendas, materials, resolutions, minutes, and related communications * Maintain official Board policies and records; distribute updates as needed * Coordinate travel and logistics for Trustees attending university events * Serve as liaison to individual Trustees and assist with onboarding of new Board members * Prepare post-meeting documentation including minutes, reports, summaries, and follow-up correspondence Executive Office Coordination * Schedule and coordinate meetings for the senior leadership team and individual sessions with the President * Assist in coordinating agendas for direct reports, staff meetings, and leadership retreats; record meeting notes and track follow-up items * Serve as primary point of contact for matters requiring presidential attention; exercise sound judgment and discretion in managing priorities and access * Manage the President's Office budget. * Provide backup support across the President's Office team as needed Stakeholder Relations and Communication * Liaison with senior leadership, Board members, faculty, students, alumni, donors, and other key constituencies on behalf of the President * Convene and coordinate communication between senior-level administrative offices and the President's Office * Prepare presentations, reports, and briefing materials for internal and external audiences * Represent the President's Office at campus events and with external partners as appropriate Other Duties * Coordinate with the President on scheduling, events, and logistics that support presidential effectiveness * Perform other duties as assigned to support the mission and strategic priorities of Spalding University

About COCA The Center of Creative Arts (COCA) is one of the nation's premier multidisciplinary arts organizations-a hub for creativity, education, and community engagement in St. Louis. COCA's mission is to enrich lives and build community through the arts, nurturing the next generation of creative leaders. The Opportunity COCA seeks an Executive Assistant who thrives in a fast-paced, mission-driven environment. This role is ideal for a proactive professional with exceptional organizational and communication skills who enjoys being at the center of an organization's leadership and impact. You'll serve as the right hand to the President & CEO-supporting executive operations, Board relations, and strategic initiatives-while connecting across every department of COCA. Key Responsibilities Provide high-level administrative and project management support to the President & CEO. Serve as a professional representative of the President in all interactions with staff, partners, and the Board. Manage complex calendars, meetings, travel arrangements, and communications. Research, prioritize, and follow up on issues and opportunities, often of a confidential nature. Support Board of Directors activities, including scheduling, preparing materials, drafting minutes, and coordinating meetings. Prepare presentations, reports, and correspondence to advance organizational goals. Partner across departments to manage special projects and cross-functional initiatives. Foster a positive and collaborative work culture throughout COCA. Qualifications Bachelor's degree or equivalent professional experience. 7-10+ years of experience supporting senior executives or executive leadership. Mastery of Microsoft Office Suite and Adobe Acrobat; experience with CRM systems (Blackbaud a plus). Exceptional organizational skills, attention to detail, and ability to manage multiple priorities. Strong interpersonal skills and the ability to work effectively with a diverse community of staff, Board members, and external partners. High emotional intelligence, discretion, and professionalism in handling sensitive information. Commitment to COCA's values of Diversity, Equity, Inclusion, and Access. Why You'll Love Working at COCA Join a vibrant, creative community passionate about the transformative power of the arts. Hybrid work flexibility (per COCA's Remote & Hybrid Policy). Opportunity to engage directly with executive leadership and the Board. Inclusive environment that values innovation, collaboration, and growth.

Key Responsibilities: Executive Support: Efficiently manage the President's calendar, schedule meetings, coordinate appointments, review presentations + reports, and arrange complex travel logistics. Anticipate needs and take proactive measures to address them. Receive and respond to phone calls and emails for the President; acting as the primary liaison. Provide administrative support to various committees. Promote the corporate image by representing the President internally and externally; providing liaison between the President, key executives and employees. Communication Liaison: Serve as the primary point of contact between the President, Board Members, Executive Management team, and internal/external stakeholders; ensuring all written and verbal communications are handled with professionalism and accuracy. Meeting Preparation: Organize agendas, presentations, and essential documentation for meetings; proofreading to ensure that all materials are complete and accurate in advance. Attend meetings, take detailed notes, and distribute minutes to relevant stakeholders. Board Governance: Assist in the preparation of materials for board meetings, including the collection and compilation of data, creation of reports, and managing meeting logistics. Take role call at Board meetings and document notes for minutes. Project Management: Execute project management strategies. Lead special projects and initiatives from inception to completion, ensuring deadlines are met and results align with company objectives. Support special projects, create presentation materials, and reports + spreadsheets. Review contracts, assist with preparing and editing presentations, reports, and other documents as needed. Document Management: Draft, edit, and manage confidential documents, reports, and correspondence with precision. Maintain the confidentiality of sensitive information and materials. Develop and maintain the physical and electronic filing system for department records. Compliance: Ensure compliance with state regulations and legal standards. Maintain an in-depth understanding of the organization's structure and operations. Travel & Expense Coordination: Arrange detailed travel itineraries and manage expense reports for the President, ensuring accuracy and timeliness. Event Planning: Plan and execute corporate functions to include logistics for Board Meetings, leadership retreats, conferences, and other business meetings; ensuring all details are meticulously organized. Skills: Strong written and verbal communication skills. Exceptional time management skills. Advanced administrative + organizational abilities and attention to detail. Administrative business acumen with proven ability to prioritize multiple projects and meet deadlines in a fast-paced, high-pressure environment. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Familiarity with CRM software (i.e. SimpleView) is preferred. Experience with board governance and preparation of board materials for meetings. Demonstrated ability to maintain and handle confidential information with discretion and professionalism. Effective problem-solving and customer service skills with a commitment to excellence. Ability to work independently while also functioning as a collaborative team member. A professional attitude and comfort level in maintaining effective business relationships and engaging with senior executives, Board Members and stakeholders across all levels of the St. Louis hospitality community. Knowledge of the St. Louis hospitality industry is critical. Active Notary Public license or willingness to obtain certification upon hire is beneficial. Willingness and ability to work flexible hours as required, including evenings + weekends and holidays. Our ideal candidate will be a proactive and detail-oriented professional with outstanding communication skills, along with the ability to simultaneously manage a variety of tasks in a fast-paced corporate environment. This role requires a high level of discretion, professionalism, and the capacity to anticipate the needs of senior leadership while ensuring the seamless execution of day-to-day responsibilities. The scope of this position requires external contact with Board Commissioners, hotel partners, and hospitality industry stakeholders. If you are a highly organized professional with excellent communication skills and the ability to thrive in a fast-paced environment, we invite you to apply for this challenging and rewarding role.

About the Role: The Executive Assistant to the President-CEO plays a pivotal role in ensuring the smooth and efficient operation of the executive office. This position is responsible for managing the President-CEO's complex schedule, coordinating communications, and facilitating strategic initiatives by acting as a trusted liaison between the executive and internal or external stakeholders. The role demands a high level of discretion, professionalism, and organizational skill to handle sensitive information and prioritize competing demands effectively. By anticipating the needs of the President-CEO and proactively addressing challenges, the Executive Assistant enables the executive to focus on high-impact leadership and decision-making. While this role prioritizes direct support of the President-CEO, the Executive Assistant is also expected to provide high-level administrative and operational support to the broader executive team as needed, helping ensure seamless coordination and efficiency across the C-suite. Ultimately, this position contributes significantly to the overall success and productivity of the organization by providing comprehensive administrative and operational support at the highest level. Minimum Qualifications: Bachelor's degree or equivalent experience in business administration, communications, or a related field. Minimum of 5 years of experience supporting senior executives, preferably at the C-suite level. Proven ability to manage complex calendars and coordinate multiple priorities simultaneously. Exceptional written and verbal communication skills. Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with virtual meeting platforms. Preferred Qualifications: Experience working in a fast-paced corporate or nonprofit environment. Advanced knowledge of project management tools and software. Familiarity with financial and budgetary processes. Demonstrated ability to work independently and exercise sound judgment in high-pressure situations. Certification as an Executive Assistant or Administrative Professional (e.g., CAP, PACE) is a plus. Responsibilities: Manage and maintain the President-CEO's calendar, including scheduling meetings, appointments, and travel arrangements with attention to detail and time sensitivity. Serve as the primary point of contact between the President-CEO and internal teams, board members, clients, and external partners, ensuring clear and timely communication. Prepare, review, and edit correspondence, reports, presentations, and other documents to support executive initiatives and meetings. Coordinate and organize executive meetings, including preparing agendas, taking minutes, and following up on action items to ensure progress and accountability. Handle confidential information with the utmost discretion and maintain a high level of professionalism in all interactions. Assist with special projects and research as needed to support strategic planning and organizational goals. Facilitate the flow of information and prioritize requests to optimize the President-CEO's time and focus. Provide executive-level administrative support to other members of the executive leadership team as needed, including calendar coordination, meeting preparation, document support, and cross-departmental communication. Skills: The Executive Assistant utilizes exceptional organizational and multitasking skills daily to manage the President-CEO's demanding schedule and ensure seamless communication across various stakeholders. Strong interpersonal and communication skills are essential for drafting clear correspondence, facilitating meetings, and representing the executive office professionally. Proficiency with technology, including office software and virtual collaboration tools, enables efficient document preparation and remote coordination. Critical thinking and problem-solving skills are applied to anticipate needs, resolve scheduling conflicts, and support strategic initiatives effectively. Additionally, discretion and confidentiality are paramount, as the role involves handling sensitive information and maintaining trust at all times.