Executive Assistant

Location: Nashville, TN

Department: Business Operations

Years’ Experience: 4-5

Reports to: Chief Executive Officer

The Executive Assistant is a key role that supports the five members of our Executive Group: CEO, CFO, CIO, and other executive team members. Our agency is fast-paced, and plans tend to change often and sometimes at the last minute. Staying flexible is key. This role is Nashville-based and office-based. If you thrive in a fun agency environment and you’re excited about proactively solving problems, flawlessly executing the day-to-day details, managing complex calendars, booking travel, submitting expense reports, and being the go-to person with all the answers, then read on!

At Revive, our work is rooted in understanding people of all races, ethnicities, gender expressions, sexual identities, abilities, and life experiences. To do so, we foster a culture that generates inclusive work that contributes to health equity for all. That is why we lean into the honest conversations that teach us to recognize that the work of diversity, equity and inclusion is never done and that it must guide everything we do. We commit to this essential work because it is our moral bond, our business imperative, and the foundation of brilliant, resonant work for our clients.

Includes, but not limited to the following:

• Autonomously manage the calendars for the Executive Group, including: scheduling all internal and external meetings, allocating the correct amount of time, making sure things start and end on time, and proactively moving things around as needed based on the competing priorities of the day.
• Handle all logistical support for on-site events and meetings, including: booking conference rooms, setting up conference rooms, ordering food, setting up technology, ensuring the correct supplies are in the room for brainstorms {etc.}
• Organize and run the following: Executive Group meetings weekly and quarterly off-site meetings, Group Lead bi-weekly meetings and half day meetings every 6 weeks, and yearly off-site meeting for Strategic Planning Retreat with Executive Group, Group Leads, and other senior leaders. Includes agenda management, running the meeting, taking notes, and distributing notes and to-dos after the meeting.
• Own special project for the Executive Group from ideation all the way to completion including budget management and execution.
• Manage the speaking engagement calendar for the Executive Group and make sure invoices go out in a timely manner.
• Develop travel itineraries and book travel in Concur for the Executive Group, making sure the expenses are processed in a timely manner to the correct job.
• Enter weekly billable time and preemptively gather and record reimbursement expenses for the Executive Group, making sure the correct client and job number is billed in relation to the receipt.
• Welcome and receive visitors for the Executive Group.
• An impeccable attention to detail
• A team-oriented approach and eagerness to work with others to find solutions
• A love of technology, as well as the patience, tenacity and knowledge to make it bend to your will
• Comfort with a dynamic environment and the flexibility to adapt real-time to changing needs
• The drive to dig into new or unfamiliar areas to learn more
• Experience or willingness to learn about EOS™, the Entrepreneurial Operating System as most of our meetings are L10 meetings and we use EOS software to run meetings
• A knack for building relationships with a diverse set of teammates
• The poise and professionalism to handle sensitive information, both written and verbal

• Demonstrate flexibility in the face of change and show the ability to manage multiple conflicting priorities without loss of composure.
• Proactively anticipate needs, which includes looking for future problems and creating workable solutions.
• Communicate professionally and be a brand ambassador for Revive both internally and externally.
• Have a broad understanding of Revive's business and the industry to help facilitate decision making and prioritization.
• Exhibit sound judgment and the ability to make reasonable decisions in the absence of direction, while knowing the right moment to raise problems to the appropriate person for further direction.
• Proven experience with Outlook Email Application and Calendar management, Mac computers, and MS Office Products.
• Exceptional written and verbal communication skills.
• Growth mindset/passion for learning and continuous improvement.
• Ability to multitask and work in a high-volume, open office environment.
• Ability to work in the U.S.

Respect.

Own it.

Grow, always.

Be Bold.

Revive is proud to be an Equal Opportunity/Affirmative Action employer. Revive recruits qualified applicants without regard to race, color, religion, gender, age, ethnic or national origin, protected veteran status, physical or mental disability, sexual orientation, gender identity, marital status or citizenship status.