Administrative Assistant

ExecuSource; Franklin (TN); On-site; USD 57,308,000 - 63,370,000; Full time

Job summary

ExecuSource is seeking an Administrative Assistant in Franklin, TN for a full-time onsite role. The position supports day-to-day operations, CRM management, and office services with a strong emphasis on organization and customer service.

Responsibilities include front-desk duties, facility coordination, meetings, events, mail handling, and vendor coordination. Strong communication and confidentiality are essential for success in this fast-paced environment.

Qualifications

• Excellent written and verbal communication skills.
• Strong interpersonal and customer service abilities.
• Exceptional organizational skills and attention to detail.
• Ability to manage multiple priorities in a fast-paced environment.
• Professional, dependable, and service-oriented approach.
• Strong team player who is also comfortable working independently.
• Ability to maintain confidentiality and appropriately handle sensitive information.
• Strong follow-through and problem-solving skills.
• Comfortable learning and working within CRM and other business systems.
• Ability to interact professionally with clients, prospects, vendors, employees, and leadership.
• Flexible “can-do” attitude and willingness to assist wherever needed.

Responsibilities

• Warmly answer, screen, and appropriately direct incoming telephone calls.
• Welcome and assist visitors, clients, prospects, and vendors upon arrival.
• Serve as the primary point of contact with building management for maintenance, parking, security, power outages, trash removal, and other facility-related needs.
• Ensure conference rooms, shared offices, supply areas, break rooms, and other common spaces remain clean, organized, and professional.
• Maintain daily kitchen operations, including snacks, beverages, coffee supplies, and general organization.
• Coordinate maintenance of office equipment, including copiers and shredders, and work with outside vendors when necessary.
• Order and maintain office, printing, and kitchen supplies.
• Submit IT service tickets and assist with coordinating technology issues affecting employees or the office.
• Manage conference room scheduling and assist with meeting setup, cleanup, catering, and food orders.
• Assist with planning and coordinating logistics for onsite and offsite meetings and events.
• Manage incoming and outgoing mail, packages, and deliveries, including USPS, UPS, and FedEx.
• Create and update client checklists and maintain accurate client information within the CRM.
• Serve as a CRM superuser, supporting data accuracy, platform usage, and end-user questions.
• Update CRM records with policies, renewal dates, participants, premiums, projections, and supporting documentation.
• Pull reports from carrier websites as needed.
• Prepare, print, and bind client presentations and other materials.
• Coordinate client and prospect gifting for birthdays, holidays, bereavement, and special occasions.
• Partner with the Marketing Manager to ensure marketing materials and collateral are available onsite.
• Plan and communicate internal staff events and employee recognition initiatives.
• Support company-wide employee programs and events.
• Complete additional administrative projects as assigned by the management team.

Skills

Excellent communication

Interpersonal skills

Organizational skills

Multitasking

Professional demeanor

Team player

Confidentiality

Follow-through

CRM familiarity

Client/prospect interaction

Can-do attitude

Job description

Administrative Assistant

Location: Franklin, TN 37067 (Onsite Position)
Days/Hours: Monday-Friday 8:00AM-5:00PM (Full-time hours, 32-40/week)
Pay:$20/hr

Our client in theinsuranceconsulting industry is looking for a polished, dependable, and highly organized Administrative Assistant to support general administrative duties and day-to-day office operations. This is an excellent opportunity for someone who is flexible, has a strong “can-do” attitude, and thrives in a fast-paced, team-oriented office environment.

The Administrative Assistant will serve as a key point of contact for employees, visitors, clients, prospects, vendors, and building management while supporting office operations, facilities, meetings, events, CRM administration, marketing initiatives, and employee engagement activities.

Primary Responsibilities:

• Warmly answer, screen, and appropriately direct incoming telephone calls


• Welcome and assist visitors, clients, prospects, and vendors upon arrival


• Serve as the primary point of contact with building management for maintenance, parking, security, power outages, trash removal, and other facility-related needs


• Ensure conference rooms, shared offices, supply areas, break rooms, and other common spaces remain clean, organized, and professional


• Maintain daily kitchen operations, including snacks, beverages, coffee supplies, and general organization


• Coordinate maintenance of office equipment, including copiers and shredders, and work with outside vendors when necessary


• Order and maintain office, printing, and kitchen supplies


• Submit IT service tickets and assist with coordinating technology issues affecting employees or the office


• Manage conference room scheduling and assist with meeting setup, cleanup, catering, and food orders


• Assist with planning and coordinating logistics for onsite and offsite meetings and events


• Manage incoming and outgoing mail, packages, and deliveries, including USPS, UPS, and FedEx


• Create and update client checklists and maintain accurate client information within the CRM


• Serve as a CRM superuser, supporting data accuracy, platform usage, and end-user questions


• Update CRM records with policies, renewal dates, participants, premiums, projections, and supporting documentation


• Pull reports from carrier websites as needed


• Prepare, print, and bind client presentations and other materials


• Coordinate client and prospect gifting for birthdays, holidays, bereavement, and special occasions


• Partner with the Marketing Manager to ensure marketing materials and collateral are available onsite


• Plan and communicate internal staff events and employee recognition initiatives


• Support company-wide employee programs and events


• Complete additional administrative projects as assigned by the management team

Qualifications & Skills:

• Excellent written and verbal communication skills


• Strong interpersonal and customer service abilities


• Exceptional organizational skills and attention to detail


• Ability to manage multiple priorities in a fast-paced environment


• Professional, dependable, and service-oriented approach


• Strong team player who is also comfortable working independently


• Ability to maintain confidentiality and appropriately handle sensitive information


• Strong follow-through and problem-solving skills


• Comfortable learning and working within CRM and other business systems


• Ability to interact professionally with clients, prospects, vendors, employees, and leadership


• Flexible “can-do” attitude and willingness to assist wherever needed

Work Environment:

• Full-time onsite position in Franklin, TN 37067


• Fast-paced professional office environment


• Frequent interaction with employees, clients, prospects, vendors, and visitors


• Variety of responsibilities across administration, office operations, facilities, events, marketing support, and client services

Why Apply:

• Opportunity to take ownership of daily office operations


• Diverse position with exposure to administration, client support, CRM management, marketing, and events


• Highly visible role supporting employees, leadership, clients, and visitors


• Collaborative and team-oriented professional environment

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