Executive Assistant

About the Role

The Executive Assistant (EA) is the ultimate operational anchor, strategic gatekeeper, and trusted extension of their Partner/Executive. In a high-velocity professional services firm, this role serves as a highly adaptable operational engine that customizes its support to the Partner’s unique working style and strategic goals—acting seamlessly on their behalf to maximize capacity and optimize daily workflows. While primarily supporting one Partner, this role extends beyond a traditional one-to-one EA model as part of Oxeon’s centralized EA team, operating with a “Partner +” mindset. This includes owning day-to-day support to enhance Partner effectiveness while contributing to broader responsibilities that strengthen the firm’s operating rhythm.

Responsibilities

• Calendar & Scheduling Operations
  • Own end-to-end architecture of high-priority internal and external calendars, navigating rapid scheduling shifts and competing demands.
  • Proactively manage calendar requests to safeguard the Partner's strategic focus blocks, adapting fluidly to evolving daily needs.
  • Continually streamline scheduling workflows to reduce turnaround times while maintaining a high-touch, polished experience.
• Communication Management
  • Oversee, filter, and manage priority correspondence across Google Workspace and Slack to ensure swift responsiveness and Partner visibility.
  • Act as a central communication bridge, partnering with internal search and KM teams to realign and clarify priorities for the Partner's time.
• Project Management & Partner Optimization
  • Master RecruiterFlow (CRM) to maintain data hygiene, update pipelines, log interactions, and mine critical candidate, contact, and deal data.
  • Conduct proactive business development tracking and meeting preparation to ensure the Partner is fully briefed with relevant context.
• Internal Coordination & Centralized Team Collaboration
  • Drive seamless alignment through regular 1:1 check-ins with the Nashville Partner to synchronize on short- and long-term goals.
  • Actively participate in Oxeon’s centralized EA team, collaborating cross-functionally, providing out-of-office coverage, and assisting with local office management.
• Event & Admin Support
  • Manage end-to-end coordination for events, travel logistics, and administrative support.
  • Process expense reports and administrative updates flawlessly using tools like Rippling.

Key Performance Indicators

• Zero high-priority calendar conflicts; maintain designated strategic focus blocks aligned with weekly goals.
• Flawless, real-time CRM data integrity in RecruiterFlow with zero lag in pipeline visibility or contact tracking.
• Active participation in the centralized EA ecosystem, measured by seamless out-of-office coverage and positive cross-functional collaboration.
• Zero major errors in expense processing or event logistics, ensuring compliance with internal timelines.

Qualifications & Experience

• Experience: 5 to 7 years of progressive executive support experience, preferably in a fast-paced professional services firm, agency, or consultancy.
• Technical Skills: Advanced proficiency in Google Workspace, Slack, and Rippling (HRIS/expenses). Ability to rapidly learn and master RecruiterFlow (CRM) for data entry and mining.
• Communication: Exceptional verbal and written communication skills—firm, professional, and polished when interacting with high-profile clients or internal teams.

Ideal Candidate Profile

This role requires a "Builder-Doer" mindset—someone who thrives on hands-on execution in complex calendar management, CRM data mining, and proactive task execution. The ideal candidate is highly adaptable, anticipates needs before they are articulated, and takes satisfaction in optimizing a fast-moving executive practice. Success hinges on deep alignment with the Partner’s working style and strategic goals.

Pay

• Total cash compensation range (base + bonus): $97,350 – $121,660 depending on experience.
• Base salary range: $88,500 – $110,600.