Executive Administrator

Barge Design; Nashville (TN); On-site; USD 55,000 - 85,000; Full time

Job summary

Thrivence, a Nashville-based management consulting unit of Barge Design Solutions, seeks an Executive Administrator to support the CEO and executive team. You’ll manage calendars, prepare materials, coordinate travel, and handle sensitive communications.

You’ll work with consultants on invoicing, budgeting, and budget tracking while maintaining professionalism and confidentiality. You will coordinate leadership meetings, assist with event logistics, and draft documents and communications to

Qualifications

• .
• 4-year degree in business or related field.
• 6 years of relevant office or business administration experience.
• Professional maturity with the ability to demonstrate professionalism in action, word, and presence.
• Demonstrated success prioritizing and organizing information and needs on behalf of self and others.
• Strong interpersonal skills and the ability to build relationships with stakeholders, employees, clients, and vendors.
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of client service and employee response.
• Familiarity with CRM tools and basic financial reporting.
• Familiarity with startup culture.

Responsibilities

• Provides a variety of detailed administrative services for the CEO and executive team including managing multiple active calendars, commitments, travel arrangements, materials for meetings and events, processing expense reports.
• Communicates directly, and on behalf of the CEO and other members of the executive team with Board members, external clients, elected officials, and others on matters related to the CEO.
• Works with consultants to execute monthly invoicing and manage the administrative budget for Thrivence.
• Researches, prioritizes, and follows up on incoming issues addressed to the CEO and other executive team members including sensitive or confidential matters.
• Assists in coordinating agendas for leadership team meetings and off-sites; plans, arranges cadence, and participates as a member in leadership meetings.
• Guides event planning and logistics activities for large events, conference calls, and meetings, including A/V, vendor and guest coordination; ensures execution of plans.
• Facilitates executional approaches on CEO’s and Executive team initiatives with clients and projects, creating documents and processes as needed.
• Champions initiatives on behalf of leadership, and supports engagement and recognition initiatives.
• Ensures Thrivence remains connected to its parent company regarding Employee Experience and culture.
• Performs document creation, proofreading, editing, formatting, and related activities at the Specialist level.
• Performs other duties as requested/assigned.

Skills

Microsoft Office

Adobe Acrobat

CRM tools

Financial reporting

Interpersonal skills

Prioritization

Education

Bachelor’s degree in Business Administration/Related Field

Tools

CRM software

Job description

What We're Looking For:

About Thrivence

Thrivence is a management consulting subsidiary of Barge Design Solutions, created to provide specialized advisory services in leadership, strategy, and technology. While Barge Design Solutions is renowned for its expertise in engineering and architecture, Thrivence extends the firm’s capabilities by focusing on digital transformation and organizational improvement initiatives. Operating under the Barge umbrella, Thrivence benefits from the depth and stability of its parent company, while maintaining the agility and client-focused precision of a boutique consultancy. This dual advantage allows Thrivence to deliver tailored solutions that align with Barge's mission of creating lasting, positive impacts for our clients, communities, and the industries we serve.

Our Vision

Thrivence exists to transform leaders, teams, and organizations by equipping them with the right tools, expert insights, and tactical strategies needed to reach their highest potential.

Summary

The Executive Administrator provides seamless administrative and operational support to the CEO and executive team of Thrivence, a Management Consulting firm in the Nashville area. This role ensures efficiency, professionalism, and exceptional client and employee experiences. This role demands initiative, adaptability, and expertise in managing competing priorities and fostering collaboration across teams.

Responsibilities:

• Provides a variety of detailed administrative services for the CEO and executive team including managing multiple active calendars, commitments, travel arrangements, materials for various meetings and events, processing expense reports, etc. Communicates directly, and on behalf of the CEO and other members of the executive team with Board members, external clients, elected officials, and others, on matters related to the CEO.
• Works with consultants to execute monthly invoicing and manage the administrative budget for Thrivence.
  Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO and other members of the executive team including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Assists in coordinating agendas for various leadership team meetings and off-sites. Plans, arranges cadence, and participates as a member in various leadership meetings.
• Guides event planning and logistics activities for large events, conference calls, and meetings. Activities include scheduling, preparing agendas, activities, arranging cadence, ordering food and supplies, technical assistance to include A/V support, vendor, and guest coordination for the events. Provides full execution of plans and wrap up activities as needed for each event.
• Facilitates executional approaches on CEO’s and Executive team initiatives with various clients and projects. Provides recommendations and direction for achieving goals. Creates various documents, processes, and communications based on gathering and reviewing information and data.
• Champions various initiatives on behalf of leadership, with a strong ability to create a collaborative and cohesive team. Assists with managing and supporting engagement and recognition initiatives.
• Ensures that Thrivence is connected to its parent company (Barge Design Solutions, Inc) as it relates to Employee Experience and company culture.
• Performs document creation and production, proofreading, editing, formatting, and other activities as defined at the Specialist level.
• Performs other duties as requested/ assigned.

Education & Experience Qualifications:

• 4 degree in one of the following fields: business administration, accounting, business management, marketing, communications.
• 6 years of relevant office or business administration experience.
• Other relevant combination of education and/ or experience may also be considered.
• Professional maturity with the ability to demonstrate professionalism in action, word, and presence.
• Demonstrated success prioritizing and organizing information and needs on behalf of self and others.
• Strong interpersonal skills and the ability to build relationships with stakeholders, employees, clients, and vendors.
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of client service and employee response.
• Strong knowledge of Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and other programs and platforms frequently used in this role.
• Ability to support the office team by championing an uplifting environment with a positive attitude.
• Demonstrated ability to work in a fluid environment with demonstrated success identifying resourceful solutions.
  Familiarity with CRM tools and basic financial reporting.
• Familiarity with start-up culture.

Why join us?

Barge Design Solutions, Inc., is an engineering and architecture firm with diverse in-house multidisciplinary practice areas. The employee-owned company is more than 550+ people strong and serves clients nationwide from multiple U.S. locations. Barge is ranked on Engineering News-Record (ENR)’s Top 500 Design Firms and Architectural Record’s Top 300 Architecture Firms and is a certified Great Place To Work®.

Our primary purpose for being in business is ultimately to create a better life by unleashing the potential of our people, clients and communities. This purpose is supported by our company’s core values because at the end of the day, Barge CARES:

• Collaborate – Help and expect help. Teamwork is essential in what we do.
• Authentic – Honesty, integrity and trust are at the heart of everything we do. We are who we say we are.
• Responsible – We are accountable for our work, our attitude, and our actions. We make Barge better.
• Excellence – We go all in and expect more of ourselves than others expect of us.
• Service – We are humble. We use our gifts in service of others.

We believe that if we are living out our purpose for being in business and integrating our values into everything we do, we will ultimately achieve our vision to be the firm best known for being selected when it matters most.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran status or on the basis of disability. Equal Opportunity Employer/Veterans/Disabled