Executive Assistant

About the role

We're looking for an Executive Assistant to report directly to the CEO and serve as the right-hand support for managing the personal details of a busy life, ensuring the bigger picture stays in focus. This personal role involves errands, scheduling, logistics, and keeping things running smoothly. We want someone who thrives on organization in a fast-paced environment, loves variety, and seeks a meaningful role with growth potential as the company expands.

Responsibilities

• Calendar Management: Manage and maintain a personal calendar, scheduling appointments, personal commitments, and reservations. Proactively anticipate and resolve conflicts or scheduling challenges.
• Errands & On-the-Ground Support: Run personal errands around the Nashville area (grocery runs, pickups, drop-offs, returns, dry cleaning, etc.). Handle personal shopping, researching, sourcing, and purchasing items as needed.
• Travel Coordination: Book personal travel, including flights, hotels, rental cars, and dining reservations. Prepare clear, detailed itineraries for trips.
• Communication Management: Manage the personal email inbox, flagging priorities, drafting responses, and keeping things organized. Handle phone calls, messages, and follow-ups. Liaise with third parties (doctors, service providers, venues, etc.).
• Organization & Admin: Maintain organized digital and physical files, records, and important documents. Assist with personal gift sourcing, event RSVPs, and special occasion planning. Help with data entry, research tasks, and personal administrative projects.
• Creative & Presentation Support: Build aesthetic, on-brand presentations and marketing materials. Edit graphics in Canva. Support a variety of creative administrative tasks as needed.
• Event Support: Provide light event planning and coordination support for personal gatherings and special occasions.
• Vendor & Contractor Coordination: Communicate and coordinate with vendors, service providers, and contractors on personal matters.
• Research & Role Support: Support the CEO on research matters and administrative tasks as needed.
• Leadership & Operations: Lead the weekly leadership meeting, maintain the KPI dashboard, and manage projects through to completion. Includes meeting follow-up agendas, project management tools, company internal systems, and cross-functional communication.
• Executive & Reporting Support: Own the executive calendar, coordinate hiring, prepare investor reporting, and maintain documentation and accountability across teams.
• Other: Provide personal administrative and project assistance as needed. Think of this role as the “glue” that keeps the company operating smoothly, with insight into everything happening at the company.

Requirements

• Must be 21+ years of age and comply with all state and federal liquor laws.
• Must live in the Nashville, TN or surrounding area with reliable personal transportation.
• 3–5+ years of experience in an executive assistant, second in command, chief of staff, or similar supporting role.
• Highly organized with strong attention to detail and the ability to juggle multiple priorities and deadlines with composure.
• Trustworthy with the ability to handle confidential information with the utmost professionalism.
• Excellent written and verbal communication skills, including professional phone etiquette.
• Strong project management skills with a natural leadership tendency.
• Self-starter who takes initiative, works independently, and doesn’t need direction to execute.
• Strong executor who can deliver on several tasks with a sense of urgency and prioritize effectively.
• Comfortable with technology: Google Workspace, Outlook, Microsoft Suite, Canva, iPhone/iOS, and basic productivity tools.
• Canva experience required with a creative eye. Adobe and graphic design a plus.
• Flexible and adaptable. Needs shift week to week, and you roll with it graciously to deliver.
• Positive, calm under pressure, and genuinely enjoys helping people.