Administrative Assistant - Nashville, TN

Responsibilities

• General Assist and provide support for all office employees and make sure they have everything they need to do their jobs efficiently.
• Assist and provide support to the FAST Project Manager for administrative and other project-related tasks (e.g., scheduling meetings, taking meeting notes, compiling meeting minutes, etc.).
• Prepare for meetings and manage the Project Meeting calendar (e.g., minimize overlap for large attendance meetings, assist with preparing presentations, work with agency facilities to book conference or training rooms, set-up for meetings, etc.).
• Provide additional support to team members as needed, including testing and training coordinators (e.g., understand the software to work with data, help with topic management and publishing, assist in creation and editing of training documents, help prepare training materials for testers, monitor training labs, and other miscellaneous tasks).
• Act as the main contact for all vendors and payments (e.g., parking subscriptions, water subscriptions, etc.).
• Aid in the relocation of new hires (e.g., provide housing suggestions, work on residency permits, access requests, creating and maintaining weekly guides of the best local listings for FASTies).
• Maintain contact with agency HR to assist with onboarding and offboarding FASTies (e.g., collect additional paperwork required by the agency for operation, maintain lists of FASTies that have completed paperwork requirements, etc.).
• Maintain knowledge of office procedures and equipment. Order and maintain office supplies (e.g., coffee station supplies, standing desks for FASTies, cords for demos/orals, swag for client and FASTies, as permitted by the client).
• Ensure first aid kit is available as well as miscellaneous supplies. Stock items and maintain general cleanliness in common spaces throughout the office (e.g., break room(s); training room, meeting rooms, etc.). Maintain office phone list.
• Handle general mail pick up & drop off. Prepare FedEx shipments and arrange for pick up or drop off, including maintaining the FedEx mailing materials on site.
• Provide urgent community communication when needed (e.g., extreme weather, traffic events, etc.).
• Coordinate and facilitate social outings and lunches as needed. For many events, this would include showing up prior to the event to ensure everything is ready, providing adequate directions for team members, organizing accommodations for special dietary restrictions, etc.
• Cooking skills are a bonus for coordinating community service/volunteer opportunities (e.g., donations and volunteer days).
• Manage the budget for special events and activities.
• Promote events and encourage participation with creative design.
• Maintain working knowledge of rules and regulations as related to purchases, client gifts, teambuilding activity liability, etc.

Qualifications

• Previous experience and proficiency with Google Suite and Microsoft Office products, including Word, Excel, and PowerPoint.
• Proficiency with Canva and Concur or other creative and reconciliation programs is a plus.
• Strong organizational skills to maintain order and ensure FASTies attend appointments and meet deadlines.
• Decision-making skills to work autonomously and manage specific tasks.
• Excellent written and verbal communication skills to uphold brand identity and professionalism.
• Strong collaboration skills to support personnel, management, and clients.
• Ability to multi-task independently.
• Ability to handle confidential information responsibly.