Administrative Assistant

Position Summary

Provide administrative support for multiple senior level leaders including SVP Legal & Business Affairs, VP Finance & Accounting, VP Human Resources, and Executive Director CMA Foundation. This position is based in Nashville, TN and requires in-person work.

Essential Functions

• Calendar management to include facilitating appointment requests, coordinating multiple schedules, and making restaurant reservations where relevant.
• Provide support for in-office meetings. Submit guests through building security system for access. Order meals, coordinate food delivery and setup food upon delivery. Greet guests and escort them to meeting room.
• Compile receipts, provide coding, and submit expense reports.
• Book travel, to include making flight arrangements, hotel accommodations and meal reservations. If more than one staff member is traveling, ensure coordination of rooms and flights for the group.
• Serve as primary backup to Office Manager including answering phones, restocking coffee/water/sodas in conference rooms, starting and unloading dishwashers, setting up event space for meetings, serving as primary contact for building security for any guest needs, etc.
• Direct support of HR on responsibilities including but not limited to:
  • Assist with job postings and applicant tracking software administration
  • Schedule interviews
  • Assist with new employee on-boarding and orientation
  • Facilitate background checks for interns and event temps
  • Administer intern program to include creation of job posting, coordination with intern managers, intern onboarding, and oversight of program throughout the semester
  • Facilitate intern payroll paperwork and timesheet submission
  • Assist with planning and execution of staff events
  • Assist with planning, coordination and Canva presentation development for staff meetings
• Submit invoices for payment
• Oversee centralized CMA calendar and invitations to include staff events, meetings, holiday closures and FYI's
• Order celebratory/sympathy gifts as needed
• Distribute birthday gifts to staff
• Other projects and duties as assigned

Requirements

• Minimum of three years of administrative support or other related experience
• Proficiency with Microsoft Office Suite including Word, Excel, Outlook, and PowerPoint
• Ability to work independently, prioritize and effectively manage multiple tasks to meet deadlines
• Ability to juggle multiple high priority projects simultaneously
• Keen attention to detail
• Strong organizational skills
• Ability to maintain confidentiality