Executive Assistant, Move

This is a non-civil service position announcement. The Executive Assistant provides high-level administrative and operational support to the Chief Program Officer (CPO) and Deputy Chief Program Officer, including maintaining calendars, coordinating meetings and events, handling correspondence, overseeing travel, and preparing briefings. The role also supports coordination with the Program Management Team, prepares materials and briefings for leadership and the Mayor, participates in prep calls, and ensures the CPO and DCPO are fully prepared for all engagements.

Responsibilities include creating agendas and meeting materials, managing meeting logistics and AV setup, supporting broader team needs, and proactively anticipating and filling gaps. Candidates must demonstrate exceptional organizational skills, strong writing ability, discretion, attention to detail, and a proactive approach to problem-solving. This position reports to the Chief Program Officer.

Choose How You Move (CHYM), approved by 66% of voters in 2024, is Mayor O’Connell’s transportation improvement program and the largest capital program in geographic scope and scale to be undertaken in Nashville’s history. Implementation of the $3.1 billion capital program requires extensive collaboration among multiple Metro departments, project managers, and vendors; coordination of more than $100 million worth of annual operating expenditures;

and robust engagement with neighbors. CHYM will transform how people move around the city for decades to follow.

Mayoral staff (non-civil service) receive 15 days of Paid Time Off and 12 sick days annually.

• Manages and maintains the Chief Program Officer’s calendar, ensuring meetings, commitments, and priorities are effectively scheduled and communicated.
• Provides day-to-day administrative support to the Chief Program Officer and Deputy Chief Program Officer, ensuring that meetings, briefings, and commitments are prepared and executed effectively.
• Handles all meeting logistics, including scheduling, room setup, AV and technology setup, preparing materials, coordinating attendees, and ensuring meetings run smoothly. Attend and take meeting minutes as needed.
• Coordinates all official travel for the Chief Program Officer and Deputy Chief Program Officer including flights, conference logistics, lodging, and transportation.
• Prepares and processes expense reports, reimbursements, and other required reports accurately and in a timely manner for the Chief Program Officer and Deputy Chief Program Officer, including processing purchase, invoice, vendor, travel, supply, and records-management documentation per Metro procedures.
• Communicates clearly and professionally with staff, constituents, community leaders, vendors, consultants, and partner organizations.
• Collaborates closely with the Program Management Team to ensure clear communication, alignment of priorities, and smooth coordination of program activities and operations.
• Drafts, refines, and coordinates briefing materials, memos, and talking points for the Mayor, Chief Program Officer, and Deputy Chief Program Officer ensuring accuracy, clarity, and readiness ahead of high visibility meetings or engagements.
• Participates in and supports preparation for panel discussions, stakeholder convenings, and internal or external prep calls for the Chief Program Officer and Deputy Chief Program Officer, including collecting materials, drafting summaries, and ensuring follow through on action items.
• Ensures the Chief Program Officer and Deputy Chief Program Officer are fully prepared for all engagements by proactively gathering relevant background, anticipating questions or needs, and coordinating with internal partners to secure necessary materials.
• Supports the…