Executive Assistant to Chief of Staff

$70,000 - $80,000/Yr

Metropolitan Government Of Nashville & Davidson County - Nashville, TN

Full-time - Mid Level

Nashville, TN

Executive, Legislative, and Other General Government Support

About the position

The Executive Assistant to the Chief of Staff will provide high-level administrative support to the Chief of Staff in the Office of the Mayor. This role requires exceptional organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment. The Executive Assistant will serve as a key liaison between the Chief of Staff, other staff members, and external stakeholders, ensuring effective communication and coordination of activities.

Responsibilities

• Manage the Chief of Staff's calendar, including scheduling meetings, coordinating travel, and preparing necessary materials.
• Draft and edit correspondence, reports, and presentations on behalf of the Chief of Staff; facilitate communication between the Chief of Staff and various departments or external partners.
• Assist in the planning and execution of special projects and initiatives; apply project management principles to track progress, timelines, and deliverables, ensuring that all projects are completed on schedule and within budget.
• Conduct research and gather information to support decision-making processes; summarize findings and prepare briefings as needed.
• Organize and prepare for meetings, including agenda development, note-taking, and follow-up on meeting outcomes.
• Handle sensitive information with discretion and maintain confidentiality at all times.
• Assist in the overall management of the Chief of Staff's office, including supplies, budget tracking, and administrative processes.

Requirements

• Bachelor's degree and three years of executive assistant or similar experience OR high school diploma/equivalent and seven years of executive assistant experience.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, SharePoint, Forms).
• Experience with communication and collaboration tools (e.g., Webex, Zoom, Microsoft Teams, Salesforce, PublicInput, etc.).
• Strong organizational and time-management skills, with the ability to prioritize tasks effectively.
• Excellent written and verbal communication skills.
• Solid project management skills, including experience in planning, executing, and monitoring projects.
• Ability to work independently and collaboratively in a team-oriented environment.
• High level of professionalism, discretion, and integrity.

Nice-to-haves

• Bachelor's degree in Public Administration, Business, or a related field.
• Executive assistant or similar experience in a governmental or political setting.
• Familiarity with project management software (e.g., Microsoft Project, Planner, or similar).
• Knowledge of data management and presentation tools (e.g., Canva, Prezi, Tableau, Mentimeter, etc.).
• Basic understanding of budgeting software.
• Fluency in Kurdish, Arabic, or Spanish preferred.

Benefits

• 10 Vacation Days per year (increasing after 5 years of service)
• 1 Sick Day per month
• 12 Paid Holidays per year