Administrative Assistant Nashville, TN

Key Responsibilities

• Schedule and coordinate meetings, appointments, and events for program directors.
• Help organize and optimize schedules to enhance productivity and efficiency.
• Help with arranging travel and accommodations.
• Create and distribute meeting agendas and supporting documents promptly.
• Serve as an additional point of contact for internal and external inquiries.
• Facilitate communication between program staff, partners, and external contacts.
• Draft and distribute correspondence, emails, and memos on behalf of the program directors.
• Develop and maintain a comprehensive contact list of partners and other key contacts, ensuring it is up-to-date and accessible.
• Assist in preparing reports, presentations, and documentation.
• Maintain organized filing systems for program-related documents.
• Handle routine administrative tasks as instructed by program directors.
• Conduct regular check-ins to ascertain weekly priorities and project statuses.
• Absorb and handle vendor contracts.
• Scan physical documents into digital format.
• Provide backup support for key administrative tasks during staff absences.
• Ensure continuity of operations during temporary vacancies.
• Assist in the coordination of special projects and events as assigned.
• Collaborate with other administrative staff to support cross-functional initiatives.
• Organize and prioritize tasks to support efficient workflow and project management.
• Take detailed meeting notes and facilitate post-meeting information sharing.
• Communicate upcoming due dates and deadlines.
• Cook and manage logistics for in-person meetings.

Qualifications and Skills

• Proven experience in administrative support roles, preferably in a fast-paced environment.
• Strong organizational and time management skills with the ability to prioritize tasks.
• Excellent communication skills, both written and verbal.
• Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and scheduling software.
• Ability to handle confidential information with discretion.
• Attention to detail and problem-solving skills.
• Flexibility and adaptability to changing priorities and situations.

Minimum Requirements

High school diploma/GED required, additional qualifications in Office Administration or related field preferred. Previous experience in a similar role is advantageous.