Executive Assistant

The Larko Group; Nashville (TN); On-site; USD 90,000 - 180,000; Full time

Job summary

The Larko Group is seeking an Executive Assistant to deliver high‑level support to a dynamic CEO, balancing complex professional and personal responsibilities with discretion and strategic thinking.

You will manage a demanding calendar, prep comprehensive pre‑meeting materials, and coordinate governance with the Corporate EA team while handling travel, communications, and executive budgeting with precision.

Qualifications

• Bachelor's degree preferred; advanced degree or executive education a plus.
• 15+ years of executive-level support; Fortune 500 CEO, President, Founder, or Board Chair preferred.
• Experience with board portal platforms, director communications, and governance calendar management strongly preferred.
• Experience managing or mentoring EA coordinators or administrative staff in a corporate environment.
• Exceptional written and verbal communication abilities, including demonstrated experience drafting executive-level content in a senior leader's voice.
• Proficiency in Microsoft Office and modern platforms (Slack, Zoom, Notion); demonstrated comfort with AI productivity tools and an openness to adopting emerging technologies.
• Proven ability to exercise sound, independent judgment and operate with credibility across all organizational levels - including board members, investors, and C-suite peers, without formal authority.
• Genuine curiosity about the business, industry dynamics, and competitive landscape; ability to connect the CEO's priorities to the broader strategic agenda.
• A calm and composed presence that manages ambiguity and shifting priorities with grace; an unwavering commitment to confidentiality and the highest ethical standard.

Responsibilities

• Manage and optimize the CEO's complex calendar with independent judgment on prioritization, access, and time allocation; protect focus time for highest-impact work; maintain an integrated professional/personal view in advance.
• Prepare/organize comprehensive pre-meeting briefings; attendee backgrounds, organizational context, talking points, and sensitivities, so the CEO enters every engagement fully prepared.
• Lead board meeting logistics and governance operations: board portal management, director communications, committee scheduling, and coordination with the Corporate EA team.
• Coordinate the CEO's participation in earnings calls, analyst briefings, investor day events, and external conferences; serve as the logistics and communications anchor for all high-profile external engagements.
• Manage access to the CEO, facilitate communications on the CEO's behalf, and build trusted relationships with board members, investors, senior leadership, clients, and external partners.
• Coordinate comprehensive domestic and international travel - itineraries, transportation, accommodations, and visa requirements - with proactive contingency planning.
• Develop agendas, prepare materials, capture notes, and rigorously follow through on action items and strategic deadlines; hold stakeholders accountable on the CEO's behalf.
• Serve as a calm first responder when high-stakes situations arise - travel disruptions, urgent schedule reconstruction, sensitive communication - protecting the CEO's time and agenda.
• Manage the full scope of personal support - memberships, personal appointments, family travel, household coordination, and advisor communications - with equal professionalism.
• Manage or mentor executive support staff, including EA coordinators and office support team members; set performance standards and ensure consistent, high-caliber service.
• Leverage AI tools, modern collaboration platforms (Slack, Zoom, Notion), and emerging productivity technologies; genuine comfort with AI-powered tools and proactive curiosity about how to apply them is essential.
• Own executive office budget management, T&E reconciliation, expense reporting, vendor relationships, and invoice processing with accuracy and timeliness.
• Serve as an absolute steward of the most sensitive organizational, personnel, legal, financial, and strategic information - confidentiality is non-negotiable and unconditional.

Skills

Executive support

Calendar management

Board governance

Communication

Discretion

AI productivity tools

Vendor & budget handling

Leadership/mentoring

Education

Bachelor's degree

Advanced degree a plus

Tools

Microsoft Office

Slack

Zoom

Notion

Board portals

Job description

We are seeking an Executive Assistant to provide high-level support to a dynamic CEO managing a broad range of complex professional and personal responsibilities. This role requires exceptional judgment, strategic thinking, and meticulous attention to detail. The ideal candidate thrives in a fast-paced environment, expertly balancing competing priorities while seamlessly shifting between high-level initiatives and day-to-day execution.

Success in this position demands discretion, professionalism, and the ability to anticipate needs before they arise. We're looking for a proactive, resourceful, and polished professional with outstanding communication skills, a strong sense of ownership, and a positive, solutions-oriented mindset. The ability to work independently, maintain strict confidentiality, and navigate sensitive situations with grace and diplomacy is essential.

Responsibilities

• Manage and optimize the CEO's complex calendar with independent judgment on prioritization, access, and time allocation; protect focus time for highest-impact work; maintain an integrated professional/personal view in advance.
• Prepare/organize comprehensive pre-meeting briefings; attendee backgrounds, organizational context, talking points, and sensitivities, so the CEO enters every engagement fully prepared.
• Lead board meeting logistics and governance operations: board portal management, director communications, committee scheduling, and coordination with the Corporate EA team.
• Coordinate the CEO's participation in earnings calls, analyst briefings, investor day events, and external conferences; serve as the logistics and communications anchor for all high-profile external engagements.
• Manage access to the CEO, facilitate communications on the CEO's behalf, and build trusted relationships with board members, investors, senior leadership, clients, and external partners.
• Coordinate comprehensive domestic and international travel - itineraries, transportation, accommodations, and visa requirements - with proactive contingency planning.
• Develop agendas, prepare materials, capture notes, and rigorously follow through on action items and strategic deadlines; hold stakeholders accountable on the CEO's behalf.
• Serve as a calm first responder when high-stakes situations arise - travel disruptions, urgent schedule reconstruction, sensitive communication - protecting the CEO's time and agenda.
• Manage the full scope of personal support - memberships, personal appointments, family travel, household coordination, and advisor communications - with equal professionalism.
• Manage or mentor executive support staff, including EA coordinators and office support team members; set performance standards and ensure consistent, high-caliber service.
• Leverage AI tools, modern collaboration platforms (Slack, Zoom, Notion), and emerging productivity technologies; genuine comfort with AI-powered tools and proactive curiosity about how to apply them is essential.
• Own executive office budget management, T&E reconciliation, expense reporting, vendor relationships, and invoice processing with accuracy and timeliness.
• Serve as an absolute steward of the most sensitive organizational, personnel, legal, financial, and strategic information - confidentiality is non-negotiable and unconditional.

Ideal Experience

• Bachelor's degree preferred; advanced degree or executive education a plus.
• 15+ years of executive-level support; Fortune 500 CEO, President, Founder, or Board Chair preferred.
• Experience with board portal platforms, director communications, and governance calendar management strongly preferred.
• Experience managing or mentoring EA coordinators or administrative staff in a corporate environment.
• Exceptional written and verbal communication abilities, including demonstrated experience drafting executive-level content in a senior leader's voice.
• Proficiency in Microsoft Office and modern platforms (Slack, Zoom, Notion); demonstrated comfort with AI productivity tools and an openness to adopting emerging technologies.
• Proven ability to exercise sound, independent judgment and operate with credibility across all organizational levels - including board members, investors, and C-suite peers, without formal authority.
• Genuine curiosity about the business, industry dynamics, and competitive landscape; ability to connect the CEO's priorities to the broader strategic agenda.
• A calm and composed presence that manages ambiguity and shifting priorities with grace; an unwavering commitment to confidentiality and the highest ethical standard.