Admin/Clerical - Executive Assistant III

Executive Assistant

Location: Franklin, TN (Nashville) Duration: Indefinite. Six months to hire is the desire.

Role Overview: We are seeking a highly organized, proactive, and collaborative Executive Assistant to support three Vice Presidents. This role plays a critical part in enabling leadership effectiveness, ensuring seamless operations across global teams, and driving alignment across strategic AI initiatives. You will work in a fast-paced, highly visible environment, partnering with stakeholders across geographies and functions while maintaining a strong focus on confidentiality and professionalism.

What You Will Do:

1. Provide proactive executive support, including managing a complex, global calendar across multiple time zones and helping prioritize leadership time in alignment with business goals.
2. Coordinate leadership rhythms, including preparing agendas, briefing materials, and tracking follow-ups to ensure execution across teams. Manage calendars for the three VPs who have 15-20 meetings each daily.
3. Coordinate with external entities to decide on prioritization of any requests or changes to calendar. Coordinate with other Exec Assistant's for other VPs.
4. Plan and manage domestic and international travel, including detailed itineraries, logistics, and expense processes.
5. Partner closely with stakeholders to ensure smooth communication, alignment, and timely delivery on key initiatives.
6. Handle confidential and sensitive information with discretion and professionalism.
7. Anticipate needs, remove obstacles, and continuously improve processes to enhance efficiency and effectiveness.
8. Coordinate meetings, catering, communication setup if the meeting is set by the VP.

What You Bring:

• 5 plus years professional experience
• Experience supporting senior executives in a dynamic, global environment.
• Strong organizational and time management skills with the ability to prioritize effectively.
• Excellent communication and stakeholder management capabilities. Proven experience ghost writing communications and ensuring communication follow up.
• High level of digital fluency (e.g., Outlook, Teams, PowerPoint, Excel).
• A proactive, solutions-oriented mindset with strong attention to detail.
• Ability to adapt quickly and thrive in a fast-paced, evolving environment.
• Ability to decipher order of priority for incoming or outgoing needs. Provide gatekeeping ability.

Who You Are: You are a proactive, detail-oriented professional who thrives on enabling others to succeed. You bring a collaborative mindset, strong judgment, and a commitment to inclusion and respect. You are comfortable navigating ambiguity, building relationships across diverse teams, and contributing to a positive and supportive team environment. You can read situations and determine politics of the situation, know the best course of action in vague situations, able to react quickly to unplanned situations such as travel or conflicting requests.

EEO: "Mindlance is an Equal Opportunity Employer and does not discriminate in employment on the basis of Minority/Gender/Disability/Religion/LGBTQI/Age/Veterans."