Executive Assistant, Choose How You Move

Metropolitan Government of Nashville & Davidson County; Nashville (TN); Presencial; USD 60 000 - 75 000; Tempo integral

Resumo da oferta

Metropolitan Government of Nashville & Davidson County is seeking an Executive Assistant to provide high-level administrative and operational support to the Chief Program Officer and Deputy Chief Program Officer in Nashville.

The role involves managing calendars, coordinating meetings and travel, preparing briefings, and supporting the Mayor and leadership with materials and summaries for high-visibility engagements.

Qualificações

• Associate degree with 3+ years of admin support, or high school diploma with 5+ years of executive support.
• Bachelor’s degree and prior experience in executive/government office preferred.

Responsabilidades

• Manages Chief Program Officer’s calendar and priorities.
• Provides admin support to CPO and DCPO for meetings and briefings.
• Handles meeting logistics, AV setup, and minutes.
• Coordinates official travel for CPO and DCPO.
• Prepares expense reports and purchasing documentation per Metro procedures.
• Communicates professionally with staff, partners, and vendors.
• Collaborates with Program Management Team to align priorities.
• Drafts briefing materials for Mayor and leadership.
• Maintains organized file structures, SharePoint, and records.
• Supports hiring processes and office operations.

Conhecimentos

Organizational skills

Writing & editing

Discretion

Calendar management

Communication

Formação académica

Associate degree + 3 years admin support

Bachelor’s degree

Ferramentas

Microsoft Office

Descrição da oferta de emprego

This is a non-civil service position announcement. The Executive Assistant provides high-level administrative and operational support to the Chief Program Officer (CPO) and Deputy Chief Program Officer, including maintaining calendars, coordinating meetings and events, handling correspondence, overseeing travel, and preparing briefings. The role also supports coordination with the Program Management Team, prepares materials and briefings for leadership and the Mayor, participates in prep calls, and ensures the CPO and DCPO are fully prepared for all engagements. Responsibilities include creating agendas and meeting materials, managing meeting logistics and AV setup, supporting broader team needs, and proactively anticipating and filling gaps. Candidates must demonstrate exceptional organizational skills, strong writing ability, discretion, attention to detail, and a proactive approach to problem-solving. This position reports to the Chief Program Officer.

Choose How You Move (CHYM), approved by 66% of voters in 2024, is Mayor O’Connell’s transportation improvement program and the largest capital program in geographic scope and scale to be undertaken in Nashville’s history. Implementation of the $3.1 billion capital program requires extensive collaboration among multiple Metro departments, project managers, and vendors; coordination of more than $100 million worth of annual operating expenditures; and robust engagement with neighbors. CHYM will transform how people move around the city for decades to follow.

Mayoral staff (non-civil service) receive 15 days of Paid Time Off and 12 sick days annually.

• Manages and maintains the Chief Program Officer’s calendar, ensuring meetings, commitments, and priorities are effectively scheduled and communicated.
• Provides day-to-day administrative support to the Chief Program Officer and Deputy Chief Program Officer, ensuring that meetings, briefings, and commitments are prepared and executed effectively.
• Handles all meeting logistics, including scheduling, room setup, AV and technology setup, preparing materials, coordinating attendees, and ensuring meetings run smoothly. Attend and take meeting minutes as needed.
• Coordinates all official travel for the Chief Program Officer and Deputy Chief Program Officer including flights, conference logistics, lodging, and transportation.
• Prepares and processes expense reports, reimbursements, and other required reports accurately and in a timely manner for the Chief Program Officer and Deputy Chief Program Officer, including processing purchase, invoice, vendor, travel, supply, and records-management documentation per Metro procedures.
• Communicates clearly and professionally with staff, constituents, community leaders, vendors, consultants, and partner organizations.
• Collaborates closely with the Program Management Team to ensure clear communication, alignment of priorities, and smooth coordination of program activities and operations.
• Drafts, refines, and coordinates briefing materials, memos, and talking points for the Mayor, Chief Program Officer, and Deputy Chief Program Officer ensuring accuracy, clarity, and readiness ahead of high visibility meetings or engagements.
• Participates in and supports preparation for panel discussions, stakeholder convenings, and internal or external prep calls for the Chief Program Officer and Deputy Chief Program Officer, including collecting materials, drafting summaries, and ensuring follow through on action items.
• Ensures the Chief Program Officer and Deputy Chief Program Officer are fully prepared for all engagements by proactively gathering relevant background, anticipating questions or needs, and coordinating with internal partners to secure necessary materials.
• Supports the broader CHYM team by preparing agendas, manifests, and other materials that help ensure productive and well structured internal and external meetings.
• Identifies gaps, anticipates needs, and implements solutions to enhance executive readiness, streamline operations, and strengthen coordination across the program. Maintains an organized file structure including all SharePoint needs and other official documentation.
• Assists with hiring processes from interviews to onboarding.
• Works closely with the Mayor’s scheduling team on relevant meetings and with the Office Manager to order supplies and support day-to-day operational needs.
• Handles sensitive information with the utmost discretion and confidentiality.
• Supports the Chief Program Officer and Deputy Chief Program Officer at select meetings or public events as needed.
• Performs other related duties as assigned to support the Chief Program Officer and Deputy Chief Program Officer, and senior staff.
• Maintains a standard schedule of 8:00 am to 5:00 pm, with the occasional expectation of flexibility to work additional hours, including some evenings and weekends, as needed to support program priorities.

EDUCATION AND EXPERIENCE

Associate degree and three years of administrative support experience or high school diploma and five years of administrative or executive support experience.

• Bachelor’s degree
• Prior experience in an executive, political, or government office setting

SKILLS AND KNOWLEDGE

• Exceptional organizational, writing, and editing skills.
• Strong attention to detail and commitment to accuracy.
• Ability to handle multiple tasks simultaneously and manage time effectively.
• Nimble, adaptable and a self-starter, who takes initiative and anticipates routine needs.
• Discretion, sound judgment, and the ability to handle sensitive information responsibly.
• Proficiency in Microsoft Office Suite; experience with document management systems is a plus.
• Professional demeanor and excellent interpersonal skills.
• Ability to communicate diplomatically with a wide range of stakeholders.
• Familiarity with Metro Government is beneficial.

All employees of the Metropolitan Government shall be residents of the State of Tennessee or become residents of the state within six (6) months of employment as a prerequisite to employment with the Metropolitan Government.

We are an equal opportunity employer. All individuals, regardless of personal characteristics, are encouraged to apply. Metro Nashville is committed to selecting the most qualified candidate for each of our roles.

Metro Nashville Government respects the religious beliefs and practices of all employees and will make, on request, an accommodation for such observances when a reasonable accommodation is available that does not create an undue hardship on business operations.

Requests for ADA or other protected accommodations for the recruitment process should be directed to Human Resources at 615-862-6640.