Executive Administrative Assistant

Executive Administrative Assistant

We're looking for an Executive Administrative Assistant to join our growing team! The Executive Administrative Assistant provides dedicated support to the CEO and shared support to the broader executive team while overseeing day-to-day operations of the Brentwood office. This role helps the executive office operate smoothly by coordinating complex schedules, travel, meetings, communications, and strategic initiatives. The position also partners with facilities, building management, IT, HR, vendors, and other internal and external stakeholders to maintain an organized, secure, and welcoming office environment. Success requires exceptional organization, sound judgment, discretion, professionalism, and the ability to manage multiple priorities in a fast-paced setting.

This position is expected to be onsite five days per week at our Brentwood, TN office. Limited flexibility for hybrid work may be available when members of the ELT are traveling, but the expectation for this role is regular, full-time onsite work.

What You'll Do

• Manage complex calendars, meetings, travel arrangements, and itineraries for the CEO and executive team.
• Prepare agendas, presentations, board materials, executive reports, and other meeting documentation.
• Coordinate executive leadership meetings, track decisions and action items, as needed.
• Facilitate internal and external communications on behalf of the executive office and handle confidential information with discretion.
• Help plan and coordinate company meetings and events.
• Support special projects, investor communications, cross-functional initiatives, expense reporting, and occasional financial administration.
• Serve as the primary onsite contact for the Brentwood office, overseeing daily operations, visitor support, meeting-room setup, deliveries, and office events.
• Partner with facilities, building management, IT, HR, and vendors on maintenance, repairs, workspace needs, office access, and badge or key records.
• Order and maintain office, kitchen, and breakroom supplies; manage related spending within budget; and perform other administrative or office-management duties as assigned.

What You'll Need

• High school diploma or GED.
• 3+ years of experience supporting senior executives in a professional environment.
• Strong project-management, organizational, and prioritization skills, with the ability to manage multiple deadlines.
• Excellent written and verbal communication skills and the ability to work effectively with executives, employees, clients, and external partners.
• High proficiency with Microsoft Office, including Word, Excel, PowerPoint, Outlook, email, and scheduling tools.
• Demonstrated discretion, reliability, sound judgment, and ability to work independently with confidential information.
• Ability to work onsite in the Brentwood office five days per week; flexibility may be approved based on business and coverage needs.

Nice to Have

• Experience supporting executives in a fast-paced, high-performance environment.
• Experience coordinating events, board materials, investor communications, office operations, facilities, or vendors.

Travel Requirements

• This role requires up to 5% travel, which may include travel to other company locations for executive leadership meetings or strategic sessions as needed.
• Travel will typically be scheduled in advance and supported by the company.

Pay Transparency

Office Ally is committed to fair and equitable compensation practices in alignment with pay transparency laws. Compensation for this position may vary based on individual skills, experience, and location. In addition to base pay, employees may be eligible for performance-based bonuses and a comprehensive benefits package, including medical, dental, and vision coverage, 401(k) with company match, paid time off, and other benefits. Actual compensation will be determined considering the candidate's qualifications, relevant experience, and internal equity.

Office Ally Pay Transparency $65,000 $85,000 USD

Why You'll Love Working at Office Ally

At Office Ally, your work has a direct impact on healthcare providers and their ability to deliver exceptional care. We're driven by a mission to simplify healthcare administration, making it easier for providers to focus on what they do besthelping patients. As an Office Ally employee, you'll be at the heart of our efforts to deliver exceptional service and software solutions to our clients in the healthcare space.

EEO Note

Office Ally is an Equal Opportunity Employer and does not discriminate against any employee or applicant on the basis of age, color, disability, gender, national origin, race, religion, sexual orientation, veteran status, or any classification protected by federal, state, or local law.