Office Manger/Executive Assistant

WASH; Franklin (TN); On-site; USD 52,000 - 78,000; Full time

Job summary

WASH in Franklin, TN is seeking an Office Manager/Executive Assistant to provide high-level administrative support to the executive team. The role requires proactive, highly organized individuals who thrive in a fast-paced environment.

You will coordinate complex travel, manage confidential information, oversee office operations, liaise with IT and facilities, and support multiple executives with professionalism and discretion.

Qualifications

• 5+ years of administrative and leadership support experience.
• Ability to support multiple executives with a proactive approach.
• Excellent written and verbal communication; strong grammar and editing.
• Maintain strict confidentiality and discretion.

Responsibilities

• Work with the executive team for administrative, financial, and operational activities.
• Arrange complex travel plans, documents, and itineraries.
• Maintain and organize receipts; complete travel expense reports.
• Solicit and review meeting requests; coordinate scheduling with stakeholders.
• Greet senior leadership's visitors; prep meeting rooms and communications.
• Compile support documents for meetings; handle confidential information.
• Organize office operations, maintenance, and office layout.
• Manage office supplies inventory; coordinate IT/vendor relations.
• Negotiate contracts with vendors; provide general visitor support.
• Address employee inquiries on office management; liaise with facilities.

Skills

Executive support

Organizational skills

Communication

Discretion

Travel coordination

Problem solving

Tools

Microsoft Office

Internal systems

Job description

The role requires the incumbent to be the office manager and provide high level administrative executive support to members of the executive team. A successful Office Manager/Executive Assistant will demonstrate a high level of organizational and interpersonal skills, as well as thrive in a fast-paced environment, be highly proactive, and extremely organized.

What you will do:

• Work with the executive team for all administrative, financial, and operational activities
• Arrange complex and detailed travel plans, travel documents, and itineraries
• Maintain and organize paper and electronic receipts. Complete travel expense reports
• Solicit and review meeting requests, prioritize appointments, and coordinate scheduling with internal and external stakeholders
• Greet Senior Leadership’s visitors and ensure meeting rooms, video and voice communications, and special requests are prepped
• Compile support documents for internal and external meetings
• Handle confidential information with a high level of discretion
• Responsible for organizing office operations and procedures, maintenance and repairs, and office layout
• Managing inventory of office supplies including stationery, refreshments, furniture and equipment
• Coordinate with IT department/ vendors for all office equipment
• Manage the contract and price negotiations with office vendors, service providers, digitization vendors, etc
• Provide general support to visitors at office
• Address employee queries regarding office management issues (e.g. stationery, hardware and travel arrangements/visas for employees and others)
• Liaise with facility management vendors, including cleaning, catering and security services
• Plan in-house or off-site activities
• Liaise with the building management group for any office space, rent, utilities, any issues that may arise on a day-to-day basis to ensure smooth functioning

What we are looking for:

• 5+ years of administrative and leadership support experience
• Must work with a positive, flexible attitude, and be able to support multiple executives
• Ability to effectively solve problems and manage a large variety of inquiries by following standard procedures
• Ability to make judgment calls where standard procedures don’t exist or require a variation from standard procedure.
• Effective communication both orally and in writing, including demonstrated proficiency in grammar, editing and proofreading
• Ability to maintain strict confidentiality and discretion
• Ability to provide high-level customer service by projecting friendliness, strong knowledge base, and professionalism.
• Excels at building relationships
• Organized with strong logical thinking and reasoning ability
• Ability to accurately interpret data and information.
• Ability to type minimum of 45 WPM.
• Advanced experience operating PC and utilizing Microsoft Office and internal system applications.

We are an equal opportunity employer and do not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity, disability, or status as a veteran, or because of any other federal, state, or local protected class. We will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable federal, state, and local laws. We may require associates to submit to drug testing after receiving an offer of employment, but before beginning their job with us. We comply with federal, state, and local laws with respect to the administration of drug testing and consideration of test results, which may vary based on location. We participate in and comply with E-Verify in states requiring E-Verify to determine the eligibility of U.S.-based individuals to work in the U.S.

We respect the privacy of candidates for employment. WASH's Privacy Policy sets forth how we will use the information we obtain when you apply for a position through this careers site. The Privacy Policy is accessible at: https://www.wash.com/privacy-policy/. This Privacy Policy also includes important disclosures pursuant to the California Consumer Privacy Act. Please review the Privacy Notice carefully before submitting any information through this form. If you do not consent to the terms of this Privacy Policy, please do not submit information to us through this form, and instead contact Human Resources at [e-mail] to inquiry about the position.