Executive Assistant

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

Job summary

FirstBank in Nashville, TN is seeking an experienced Executive Assistant to join our team. This on-site role supports the leadership, keeps our operations running smoothly, and requires daily attendance at the downtown office from 8:00am to 5:00pm, with occasional evening events.

You will manage calendars, coordinate board meetings, handle travel arrangements, prepare reports and presentations, greet visitors, and assist with facilities and expense processes while upholding confidentiality and

Qualifications

• Bachelor’s degree preferred but not required.
• Three to five years’ prior experience in mid-to senior-level administration, business, management, or related field.
• Proficient Microsoft Office skills (Word, PowerPoint, Excel)

Responsibilities

• Draft executive announcements and internal communications.
• Coordinate quarterly in-person board meetings, including room setup, catering, and day-of logistics.
• Track and coordinate investor conference participation end to end—managing registrations, travel and meetings.
• Support earnings and board meeting preparation by scheduling calls and preparing board materials.
• Manage executive calendars and serve as a reliable point of contact for direct reports.
• Arrange travel, accommodations, and itineraries with attention to detail.
• Prepare reports, presentations, and materials; keep files organized for meetings.
• Greet executive visitors and assist with events and meetings; support facilities and invoices.
• Maintain confidentiality and uphold bank policies and compliance standards.

Skills

Fast-paced environment

Schedule management

Self-directed

Communication skills

Problem-solving

Confidentiality

Ethics & compliance

Education

Bachelor’s degree preferred

Tools

Microsoft Office

Job description

Description

Position at FirstBank

FirstBank is seeking an experienced Executive Assistant to join our team.

In this role, you'll provide day-to-day support that keeps our leadership running smoothly. This is an on-site position, requiring daily attendance at our corporate office in downtown Nashville, TN from the hours of 8:00am - 5:00pm, with occasional evening hours based on business events.

Serve as a trusted partner to our Executive team, providing thoughtful and dependable support.

Responsibilities include, but are not limited to:

• Executive Communication: Draft executive announcements and internal communications, including recurring recognition messages such as birthday and work anniversary notes across the organization.
• Board Support: Assist with the coordination of quarterly in-person board meetings, including room setup, catering, and day-of logistics to ensure each meeting runs smoothly.
• Investor Relations Support: Track and coordinate investor conference participation end to end-managing registrations, one-on-one sign-ups, travel and hotel arrangements, and meeting book preparation and printing.
• Quarterly Reporting Support: Support earnings and board meeting preparation by scheduling calls with investors and analysts, compiling and reviewing board materials, and maintaining awareness of the quarterly cadence to protect adequate preparation time.
• Calendar & Liaison Support: Manage executive calendars and serve as a friendly, reliable point of contact for direct reports.
• Travel Coordination: Arrange travel, accommodations, and itineraries with care, handling all related details so everything runs seamlessly.
• Meeting Preparation: Prepare reports, presentations, and materials, and keep files and records well organized so meetings feel effortless.
• Welcoming Visitors: Greet and assist executive visitors with warmth, making everyone feel comfortable and valued.
• Event & Meeting Support: Help bring events and meetings to life-reserving space, setting up conference rooms and audio/visual needs, and coordinating business meals.
• Facilities Support: Assist with facilities management, including working with vendors, ordering supplies, and processing invoices.
• Expense Management: Prepare and maintain executive expense reports and supporting documentation with accuracy and attention to detail.
• Onboarding Support: Help welcome and onboard new department associates, ensuring a smooth and positive transition.
• Team & Community Engagement: Contribute to department and company events, meetings, team-building activities, and special projects that bring people together.
• Professional Standards: Model reliability in attendance, punctuality, training, dress code, safety, compliance, and confidentiality.

Education And/or Experience

• Bachelor’s degree preferred but not required
• Three to five years’ prior experience in mid-to senior-level administration, business, management, or related field
• Proficient computer skills, including Microsoft Office Suite (Word, PowerPoint, and Excel)

Skills And Abilities

• Comfortable in a fast-paced environment with multiple responsibilities, tasks and projects
• Able to organize and manage large amounts of files, schedules, information, and projects
• Self-directed and able to work without supervision
• Energetic and eager to tackle new projects and ideas
• Excellent written and verbal communication skills
• Able to concentrate on multiple problems/tasks at once
• Proactive approach to problem-solving with strong decision-making skills
• Ability to demonstrate the highest level of ethical behavior and confidentiality and maintain confidentiality with sensitive information.
• Respectful demeanor toward other associates and managers that promotes a positive and professional work environment.
• Understand and comply with bank policy, laws, regulations as applicable to your job duties. This includes but is not limited to; complete compliance training and adhere to internal procedures and controls; report any known violations of compliance policy, laws, or regulations and report any suspicious customer and/or account activity.

FirstBank in an Equal Opportunity Employer, including disability.