Senior Executive Assistant & Office Operations Lead

Lyric; Nashville (TN); On-site; USD 85,000 - 128,000; Full time

Job summary

Lyric, Nashville, TN, is seeking an Executive Assistant to provide high-level administrative support to executives and senior leaders at the company headquarters. This full-time role focuses on office management in Nashville and seamless coordination across teams.

The Executive Assistant will manage calendars, coordinate travel (domestic and international), process expenses, onboarding, and vendor setup, while preserving confidentiality and ensuring smooth internal communications.

Qualifications

• Minimum of ten (10) years experience providing administrative support to senior leaders including executives.
• Minimum of five (5) years experience providing administrative support to multiple leaders.
• Advanced proficiency using Outlook.
• 20% travel required (approximately 3-4 times/year) for company events that require administrative support like Strategic Advisory Board, Onsite leadership meetings.
• Demonstrated experience in coordinating third party executive meetings.

Responsibilities

• Coordinate appointments, monthly events, team leadership meetings and new hire onboarding on behalf of leader
• Own leaders’ calendars and grant access to others appropriately
• Schedule travel both domestic and international; coordinate with travel agency
• Identify accommodations and negotiate contracts for meetings for leadership team meetings as well as off-site meetings; coordinate with third parties
• Possess a strong understanding of the expense policy; gather and verify expenses, prepare reports, and submit; review and approve expense reports for other executives
• Process invoices and set up new vendor onboarding
• Prepare correspondence, internal memos, team emails, and overall bridge communication gaps
• Prepare, edit and distribute presentation materials and documents
• Acting on behalf of executive, track down documents, presentation materials, and other information
• Prepare and distribute DocuSign and other documents
• Provide coverage for other Executive Assistants
• Manage company swag to include identification, ordering, and shipping
• Maintain office access codes, building access cards, parking access cards and parking validation for employees
• Interface with property management regarding building security and office maintenance
• Order office supplies and maintain stock in shared break areas
• Legal Gatekeeper: Maintain and securely file all original legal documents on site
• Corporate Incoming Mail: Retrieve, sort, scan and distribute incoming mail, including receiving and handling all express deliveries
• Human Resources: Post job openings as needed in office, for example for immigration purposes

Skills

Executive support

Calendar management

Travel scheduling

Expense management

Vendor onboarding

Tools

Outlook

PowerPoint

SAP

Concur

Job description

Lyric, Nashville, TN, is seeking an Executive Assistant to provide high-level administrative support to executives and senior leaders at the company headquarters. This full-time role focuses on office management in Nashville and seamless coordination across teams.

The Executive Assistant will manage calendars, coordinate travel (domestic and international), process expenses, onboarding, and vendor setup, while preserving confidentiality and ensuring smooth internal communications.