Executive Assistant

Beacon Hill Staffing Group, LLC; Goodlettsville (TN); On-site; USD 43,000 - 69,000; Full time

Job summary

Beacon Hill Staffing Group, LLC is seeking an Executive Assistant in Goodlettsville, TN to provide high‑level support to three Vice Presidents, managing calendars, travel, and communications with discretion. The contract-to-hire role requires 3+ years of executive support, impeccable organization, confidentiality, and the ability to balance competing priorities across time zones and departments.

Strong written and verbal communication, proactive problem solving, and professional demeanor are

Qualifications

• 3+ years supporting executive leadership (preferably multiple executives).
• Proven calendar management experience for executives.
• Strong travel coordination experience (domestic/international).
• Advanced Outlook and MS Office skills.
• Excellent organizational, prioritization, and follow-up skills.
• Ability to manage multiple projects, deadlines, and executive requests.
• Strong written and verbal communication skills.
• High level of professionalism, discretion, and confidentiality.
• Proactive mindset with anticipation of executive needs.
• Ability to communicate across all levels of the organization.

Responsibilities

• Provide high-level executive support to three VPs, managing multiple priorities, schedules, and deadlines.
• Own and manage complex executive calendars across departments, executives, and time zones.
• Coordinate all aspects of travel, including airfare, hotels, ground transportation, and itineraries.
• Prepare executives for meetings with schedules, materials, agendas, and information.
• Serve as primary point of contact between VPs and internal departments, vendors, and partners.
• Monitor and prioritize incoming requests, communications, meetings, and follow-up items.
• Assist with expense reporting and travel documentation.
• Coordinate meetings and logistics, including rooms and video links.
• Maintain confidentiality with sensitive information.

Skills

Executive support

Calendar management

Travel coordination

Outlook proficiency

Discretion

Communication skills

Prioritization

Decision making

Tools

Outlook

MS Office

Job description

Title: Executive Assistant

Location: Goodlettsville TN

Start Date: ASAP

Pay Rate: $31-50/hour

Type: Contract to hire

Hours: Standard Business Hours | Monday-Friday | 40 hours

REQUIREMENTS

• 3+ years of experience supporting executive-level leadership, preferably multiple executives simultaneously
• Proven experience managing complex and frequently changing executive calendars
• Strong experience coordinating domestic travel, including flights, hotels, ground transportation, dining, and detailed itineraries
• Advanced proficiency with Microsoft Outlook and strong overall Microsoft Office skills
• Exceptional organizational, prioritization, and follow-up skills
• Ability to manage multiple projects, deadlines, and executive requests simultaneously
• Strong written and verbal communication skills
• High level of professionalism, discretion, and confidentiality
• Proactive mindset with the ability to anticipate executive needs
• Strong sense of urgency and ability to make sound decisions when priorities compete
• Ability to communicate effectively and professionally with executives and individuals at all levels of the organization

RESPONSIBILITIES

• Provide high-level administrative and executive support to three Vice Presidents, managing multiple priorities, schedules, and deadlines simultaneously.
• Own and manage complex executive calendars, including scheduling meetings across multiple departments, executives, and time zones.
• Proactively identify and resolve scheduling conflicts, prioritize meetings, and make adjustments based on changing business needs.
• Coordinate all aspects of executive travel, including airfare, hotels, rental cars/ground transportation, dinner reservations, and detailed travel itineraries.
• Manage frequent calendar and travel changes while communicating updates quickly and professionally to all impacted parties.
• Schedule and coordinate internal and external meetings, including conference rooms, virtual meeting links, attendees, and other meeting logistics.
• Prepare executives for upcoming meetings by ensuring schedules, materials, agendas, and relevant information are organized and readily available.
• Serve as a primary point of contact between the VPs and internal departments, leadership teams, vendors, and external business partners.
• Monitor and help prioritize incoming requests, communications, meetings, and follow-up items for the executives.
• Track outstanding action items and deadlines, ensuring appropriate follow-up and helping keep projects and commitments moving forward.
• Assist with expense reporting, travel documentation, purchase-related administrative tasks, and other recurring executive administrative needs.
• Coordinate executive lunches, dinners, events, leadership meetings, and other business functions as needed.
• Prepare, proofread, format, and organize correspondence, reports, presentations, spreadsheets, and other executive-level documentation.
• Maintain a high degree of confidentiality when handling sensitive business, personnel, financial, and leadership information.
• Build strong working relationships across departments and levels of the organization to facilitate communication and resolve scheduling or administrative issues.
• Anticipate the needs of each executive and proactively address issues before they impact schedules, meetings, travel, or deliverables.

Beacon Hill is an equal opportunity employer and individuals with disabilities and/or protected veterans are encouraged to apply.

California residents: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.

Company Profile

Founded by industry leaders to set a new standard in search, career placement and flexible staffing, we deliver coordinated staffing solutions with unparalleled service, a commitment to project completion and success and a passion for innovation, creativity and continuous improvement. Our niche brands offer a complete suite of staffing services to emerging growth companies and the Fortune 500 across market sectors, career specialties/disciplines and industries. Over time, office locations, specialty practice areas and service offerings will be added to address ever changing constituent needs. Learn more about Beacon Hill and our specialty divisions, Beacon Hill Associates, Beacon Hill Financial, Beacon Hill HR, Beacon Hill Legal, Beacon Hill Life Sciences and Beacon Hill Technologies by visiting www.bhsg.com .

Benefits Information

Beacon Hill offers a robust benefit package including, but not limited to, medical, dental, vision, and federal and state leave programs as required by applicable agency regulations to those that meet eligibility. Upon successfully being hired, details will be provided related to our benefit offerings.

We look forward to working with you. Beacon Hill. Employing the Future