Executive Administrator/Office Manager bei CLEARWATER SECURITY & COMPLIANCE LLC

Description

POSITION SUMMARY

The Executive Administrator to the President and Nashville Office Manager serves as a key support role, responsible for ensuring seamless day-to-day administrative and operational functions for the President. This position requires a highly organized, proactive, and discreet professional who excels at managing complex calendars, coordinating meetings and travel, preparing high-quality communications and presentations, and handling confidential information with integrity.

Acting as a liaison between the President and internal/external stakeholders, the Executive Assistant plays a critical role in maintaining effective communication and follow-through on business priorities. The role also oversees office operations, vendor coordination, and special projects, while supporting corporate events, board meetings, and executive offsites. Success in this role requires excellent multitasking capabilities, strong attention to detail, and the ability to operate in a fast-paced environment with shifting priorities.

SPECIFIC JOB RESPONSIBILITIES

· Assist President with scheduling, organizing meetings, managing calendars, expense management, and handling correspondence.

· Prepare, review, and edit correspondence, reports, presentations, and meeting materials.

· Maintain constant communication with executives on evolving business matters and priorities of behalf of the President.

· Multi-task during ad hoc projects, ensuring successful follow up of action items while demonstrating a strong sense of urgency.

· Oversee daily office operations, including office reception, managing office supplies, equipment, and facilities.

· Provide vendor management for a variety of outsourced functions and vendor-partners, including mail and shipping services, office equipment and supplies, and repair and maintenance work.

· Demonstrate discretion and independent judgement by serving as a liaison between the President and clients and business partners, ensuring efficient communication and coordination.

· Organize travel plans, including booking flights, accommodations, and managing travel expenses.

· Plan and coordinate board meetings, executive offsites, company events, meetings, and team-building activities.

· Assist in managing special projects and initiatives as directed by executives.

· Maintain a high level of confidentiality with sensitive company and personal information.

· Own the scheduling and planning for All Colleague meetings and other team meetings. 

Perform other duties within the scope of the role as assigned 

Requirements

EXPERIENCE REQUIRED

· 3+ years of senior level leadership support,

· Proficient with Microsoft Office Suite and/or similar software. 

· Previous experience in a fast-paced company managing office space efficiently & within budget 

QUALIFICATIONS, SKILLS, & KNOWLEDGE

· BA/BS Degree preferred 

• Proactive, creative, intuitive, and enjoys      working within a high growth, results-driven organization

· High Integrity & Ethics: exercise good judgment in a variety of situations & maintain the highest level of confidentiality and discretion

· Work independently on several projects (conception to completion) & no projects/tasks are too small

· Must be in office 5 days a week once the Nashville office has been established. 

· Strong organizational skills; ability to perform and prioritize multiple tasks seamlessly with strong attention to details

· Excellent interpersonal skills; ability to build relationships with stakeholders, including other staff, board members, external partners, and clients

· Highly responsive to emails and dependable follow-through

· Ability to plan events with high attention to detail and ensure positive participant experience

· Ability to work in a confidential work setting, ability to use discretion assertively

· Projects a positive customer service driven approach with all interactions.

· Must be service-oriented and maintain a solution-minded mindset.

• Demonstrated ability to work independently and show initiative
• Ability to embrace Clearwater’s CLEAR core values (Commitment to Client Success, Lead with Accountability, Integrity & Collaboration, Excellence in All That We Do, Advance Colleague Success, Respect & Transparency) and culture. 

PROFESSIONAL DEVELOPMENT EXPECTATIONS 

• Actively pursue opportunities to build/learn skills and competencies identified in your career development plan. 
• Seeks opportunities to expand skills and knowledge to advance Clearwater’s goals and objectives. 

 Clearwater is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race; creed; color; religion; national origin; sex; age; disability; sexual orientation; gender identity or expression; genetic predisposition or carrier status; veteran, marital, or citizenship status; or any other status protected by law. If you require a reasonable accommodation to complete an application, interview or otherwise participate in the recruiting process, please direct your inquiries to a recruiter @ 615-669-8896 or [email protected]. This employer participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S. If E-Verify cannot confirm that you are authorized to work, this employer is required to give you written instructions and an opportunity to contact Department of Homeland Security (DHS) or Social Security Administration (SSA) so you can begin to resolve the issue before the employer can take any action against you, including terminating your employment. Employers can only use E-Verify once you have accepted a job offer and completed the form I-9. For more information on E-Verify, or if you believe that your employer has violated its E-Verify responsibilities, please contact DHS. 888-897-7781