Administrative Assistant - Nashville, TN

Overview

Fast Enterprises is a provider of essential software and services for citizens and government. In 1998, we changed the way government revenue agencies support their business with the introduction of Gen Tax®. We have expanded beyond Tax and now also perform implementations for Motor Vehicle, Driver License, Unemployment Insurance, and Child Support Engagement agencies.

Your FAST career has a meaningful and lasting social impact. FAST offers a collaborative in-office problem-solving environment.

Qualified candidates will join our teams in Nashville, Tennessee and work fully in-office
supporting all 3 project sites in the area. The person selected for this position must be able to drive in a large city and have reliable transportation to move between the three locations.

As an Administrative Assistant supporting multiple project sites, you will perform a variety of administrative tasks and activities for our teams located in Nashville, Tennesse
e. The ideal candidate will have corporate office administration experience and thrive in a fast-paced environment.

The Tennessee Administrative Assistant role goes beyond the standard FAST Administrative Assistant position due to its significant impact on project continuity and team effectiveness across three projects that support approximately 80 FAST team members. In addition to core administrative duties, this role ensures seamless coordination across multiple sites for meetings, onboarding/offboarding, training support, personnel processing documentation, vendor services, and day-to-day operations.

This allows team members to focus on delivery rather than logistics.

By proactively managing competing priorities across locations, maintaining operational consistency, and supporting onboarding/offboarding, morale, and communication needs, this position directly contributes to a stable, well-functioning work environment, ultimately improving the quality of life for all team members. The scale, autonomy, and cross-site influence of this role set it apart from a standard, single-site administrative position.

General

• Assist and provide support for all office employees and make sure they have everything they need to do their jobs efficiently.
• Assist and provide support to the FAST Project Manager for administrative and other project-related tasks (e.g. scheduling meetings, taking meeting notes, compiling meeting minutes, etc.).
• Prepare for meetings and manage the Project Meeting calendar (e.g., minimize overlap for large attendance meetings, assist with preparing presentations, work with agency facilities to book conference or training rooms, set-up for meetings, etc.).
• Provide additional support to team members as needed, including testing and training coordinators (e.g., understand the software to work with data, help with topic management and publishing, assist in creation and editing of training documents, help prepare training materials for testers, monitor training labs, and other miscellaneous tasks).
• Act as the main contact for all vendors and payments (e.g., parking subscriptions, water subscriptions, etc.).
• Assist with relocation of new hires (e.g., provide housing suggestions, work on residency permits, access requests, creating and maintaining weekly guides of the best local listings for FASTies).
• Maintain contact with agency HR to assist with onboarding and offboarding FASTies (e.g., collect additional paperwork required by the agency for operation, maintain lists of FASTies that have completed paperwork requirements, etc.).

Office

• Maintain knowledge of office procedures and equipment.
• Order and maintain office supplies (e.g., coffee station supplies, standing desks for FASTies, cords for demos/orals, swag for client and FASTies, as permitted by the client).
• Ensure first aid kit is available as well as miscellaneous supplies.
• Stock items and maintain general cleanliness in common spaces throughout the office (e.g., break room(s); training room, meeting rooms, etc.).
• Maintain office phone list.

Mail

• Handle general mail pick up & drop off.
• Prepare Fed Ex shipments and arrange for pick up or drop off, including maintaining the Fed Ex mailing…