Executive Coordinator - Marketing & Cultural

Gibson International - Nashville, TN

Full-time - Mid Level

Nashville, TN

Truck Transportation

About the position

The Executive Coordinator will support and report directly to the Chief Marketing Officer and one other Cultural Influence leader, serving as an integral member of the Marketing Team. This is a critical role and a valued partner to the Leadership team, requiring the ability to navigate a dynamic environment, reprioritize needs, and seek assistance when required. The Executive Coordinator identifies and resolves problems in a timely manner, gathers and analyzes information skillfully, maintains confidentiality, and anticipates the needs of those they support. In this role, the Executive Coordinator will coordinate and manage activities such as travel arrangements, internal and external business meetings, client or third-party appointments, conferences, and general office events, including scheduling of conference room use and catering needs. They will prepare information for meetings and debriefs after for follow-up, supporting executives as the key liaison for strategic relationship management and communications relative to meetings, conference calls, invitations, interviews, etc. The Executive Coordinator will also manage and produce expense reports for executives in a timely manner, manage calendars, and seek opportunities to enhance efficiencies. The position requires strong attention to detail and problem-solving skills, as well as the ability to organize and maintain files and records, both electronic and paper. The Executive Coordinator will coordinate, supervise, and complete special projects, handle confidential information sensitively, and work effectively in a fast-paced and demanding environment. They will also support the Gibson Leadership Team in scheduling Sound Checks, executive team meetings, board, and alliance meetings, and participate in meetings to take notes and summarize action plans. The role may require the coordinator to work some evenings or weekends for various events or engagements with (or on behalf of) the CMO or Sr Director of Cultural Influence/Global Exec Dir of Gibson Gives.

Responsibilities

• Coordinate and manage activities such as travel arrangements, internal and external business meetings, client or third-party appointments, conferences, and general office events.
• Prepare information for meetings and debriefs after for follow-up.
• Support executives as the key liaison for strategic relationship management and communications relative to meetings, conference calls, invitations, interviews, etc.
• Manage and produce expense reports for executives in a timely manner.
• Manage calendars and seek opportunities to enhance efficiencies, making last minute calendaring decisions based on priority and business needs.
• Manage team-wide projects/programs as needed.
• Prepare, build and manage all Power Point presentations/decks and other reports utilizing Gibson templates.
• Organize and maintain files and records - both electronic and paper.
• Coordinate, supervise, and complete special projects.
• Handle confidential information sensitively in a highly professional manner.
• Work in a fast-paced and demanding environment.
• Establish and maintain strong relationships with teams locally and globally.

Requirements

• 5+ years of experience in senior level executive support.
• Exceptional written/verbal communication skills.
• Discretion with sensitive information.
• Outstanding organizational and follow-up skills.
• Requires creative thinking and problem-solving skills.
• Ability to manage multiple projects simultaneously and organize workload to meet organizational timelines in a fast-paced, high growth environment.
• Solid interpersonal skills with proven ability to develop and maintain effective relationships at all levels of the organization.
• Flexibility to adapt quickly to changing circumstances.

Nice-to-haves

• Personable, fun, team oriented with a love for music - with guitar appreciation as a plus.