Executive Assistant

FirstBank is seeking an experienced Executive Assistant to join our team in downtown Nashville, TN.

About the role

Provide day-to-day support that keeps our leadership running smoothly. Serve as a trusted partner to our Executive team, offering thoughtful and dependable assistance.

Responsibilities

• Draft executive announcements and internal communications, including recurring recognition messages such as birthday and work anniversary notes.
• Assist with the coordination of quarterly in-person board meetings, including room setup, catering, and day-of logistics.
• Track and coordinate investor conference participation end-to-end—managing registrations, one-on-one sign-ups, travel and hotel arrangements, and meeting book preparation and printing.
• Support earnings and board meeting preparation by scheduling calls with investors and analysts, compiling and reviewing board materials, and maintaining awareness of the quarterly cadence.
• Manage executive calendars and serve as a friendly, reliable point of contact for direct reports.
• Arrange travel, accommodations, and itineraries with care, handling all related details.
• Prepare reports, presentations, and materials, and keep files and records well organized.
• Greet and assist executive visitors with warmth, making everyone feel comfortable and valued.
• Help bring events and meetings to life—reserving space, setting up conference rooms and audio/visual needs, and coordinating business meals.
• Assist with facilities management, including working with vendors, ordering supplies, and processing invoices.
• Prepare and maintain executive expense reports and supporting documentation with accuracy.
• Help welcome and onboard new department associates, ensuring a smooth and positive transition.
• Contribute to department and company events, meetings, team-building activities, and special projects.
• Model reliability in attendance, punctuality, training, dress code, safety, compliance, and confidentiality.
• Understand and comply with bank policy, laws, and regulations as applicable to your job duties, including completing compliance training and reporting any known violations or suspicious activity.

Qualifications

• Bachelor’s degree preferred but not required.
• Three to five years’ prior experience in mid-to senior-level administration, business, management, or related field.
• Proficient computer skills, including Microsoft Office Suite (Word, PowerPoint, and Excel).

Skills

• Comfortable in a fast-paced environment with multiple responsibilities, tasks, and projects.
• Able to organize and manage large amounts of files, schedules, information, and projects.
• Self-directed and able to work without supervision.
• Energetic and eager to tackle new projects and ideas.
• Excellent written and verbal communication skills.
• Able to concentrate on multiple problems/tasks at once.
• Proactive approach to problem-solving with strong decision-making skills.
• Ability to demonstrate the highest level of ethical behavior and confidentiality.
• Respectful demeanor toward other associates and managers that promotes a positive and professional work environment.

Schedule

This is an on-site position, requiring daily attendance at our corporate office from 8:00am - 5:00pm, with occasional evening hours based on business events.