Executive & Personal Assistant

Job Summary

The Executive & Personal Assistant serves as a trusted extension of the CEO, providing high-level executive, administrative, and personal support across both business and personal priorities. This role requires exceptional discretion, sound judgment, and the ability to anticipate needs while managing complex schedules, communications, and sensitive matters with professionalism and care. This role is intended for someone seeking a long-term, trust-based partnership supporting the CEO across evolving business and personal needs.

• None

• Drafts correspondence, reports, and other written materials for senior leadership.
• Receives incoming communication or memos on behalf of senior staff, reviews contents, determines importance, and summarizes and/or distributes contents to appropriate staff.

• Organizes and maintains the calendar to ensure optimal time management.
• Schedules and coordinates meetings, events, and appointments.
• Plans and schedules drive times to meetings and travel times to various locations.

• Monitors and manages emails, ensuring timely responses and follow-ups.
• Purges old emails and unsubscribes from junk mail.
• Retains important emails and brings attention to those requiring further discussion.

• Coordinates and maintains relationships with charitable organizations.

• Develops and maintains a weekly schedule, including meetings, walk-throughs, and external engagements.
• Schedules recurring activities, including personal appointment and maintenance scheduling.
• Organizes and schedules video calendar content and podcast recordings.

• Maintains a list of phone calls, projects, and tasks to be completed.
• Ensures all to-dos are added to the calendar and prioritized based on urgency and importance.

• Performs walk-throughs of facility and participates in walk-throughs with leadership as needed.
• Manage physical mail by sorting through it, discarding junk, and actioning important items.

• Coordinates personal calendar items, including syncing the personal calendar with work commitments.
• Schedules and organizes personal trips and itineraries.
• Manages household-related scheduling, including home maintenance, deliveries, and appointments.
• Additional duties as assigned by management.

• Excellent verbal and written communication skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Proficient in email management and calendar scheduling software.
• Ability to function well in a high-paced and at times stressful environment.
• Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.
• Able to type minimum of 50 words per minute.
• Extremely proficient with Microsoft Office Suite or similar software with the ability to learn new or updated software.
• Maintain confidentiality and discretion in handling all personal and family matters.
• Demonstrated ability to exercise sound judgment and make independent decisions in confidential situations.
• Must reside within a 20-mile radius of Gallatin, TN (or within a 30-minute drive) to ensure timely availability for in-person errands, home support, and travel coordination.
• Education and Experience:
• High school diploma required;
  Bachelor’s degree in Business Administration or related field preferred.
• At least four years of related experience required.

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds on occasion.