Executive Personal Assistant

Ingram Industries - Nashville, TN

Full-time

Nashville, TN

Merchant Wholesalers, Nondurable Goods

About the position

Ingram is seeking a highly proactive and resourceful Executive Personal Assistant to provide professional and personal executive level support in a flawless, confidential, and enthusiastic manner. Based in Nashville, this individual will exemplify the company brand, culture, and values. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality. This role is a highly visible position and serves as a principal point of administrative contact, acting as a liaison with internal and external constituencies. It requires discretion, self-direction, exceptional organizational skills, and often a sense of humor! If it sounds like the career opportunity for you, we would love to talk with you. The essential duties of this position include strategic calendar management, where the assistant will efficiently manage and organize calendars and meetings in accordance with leadership priorities. The role also involves travel management, coordinating complex travel arrangements including international and domestic flights, accommodations, transportation, and any necessary travel logistics and support. The Executive Personal Assistant will assist with personal tasks and errands, such as managing personal appointments, organizing personal documents, and handling personal correspondence. In addition to personal assistance, the role includes providing administrative support to leadership, which encompasses drafting and proofreading documents, preparing presentations, note-taking, conducting research, and executing special projects. The assistant will communicate directly, and on behalf of the President & CEO, with customers, department heads, associates, executive staff, Ingram Industries board members, external boards, community leaders, and organizations; serving as a professional representative of the President & CEO. The position also requires coordinating events, both local and off-site, as needed, and proactively researching, prioritizing, and following up on incoming issues and concerns addressed to the President & CEO, including those of a sensitive or confidential nature. The assistant will determine the appropriate course of action, referral, or response, and coordinate with personal staff, vendors, and contractors for home projects, as needed. Additionally, the role involves managing philanthropic interests and performing other related duties as assigned or requested.

Responsibilities

• Efficiently manage and organize calendars and meetings in accordance with leadership priorities.
• Coordinate complex travel arrangements including international and domestic flights, accommodations, transportation, and any necessary travel logistics and support.
• Assist with personal tasks and errands, such as managing personal appointments, organizing personal documents, and handling personal correspondence.
• Provide administrative support including drafting and proofreading, preparing presentations, note-taking, conducting research and executing special projects.
• Communicate directly, and on behalf of the President & CEO, with customers, department heads, associates, executive staff, Ingram Industries board members, external boards, community leaders, and organizations.
• Coordinate events, local and off-site, as needed.
• Proactively research, prioritize, and follow up on incoming issues and concerns addressed to the President & CEO, including those of a sensitive or confidential nature.
• Determine appropriate course of action, referral, or response.
• Coordinate with personal staff, vendors, and contractors for home projects, as needed.
• Handle personal errands, as needed.
• Assist in managing philanthropic interests.
• Perform other related duties as assigned or requested.

Requirements

• High school diploma (or equivalent) required.
• Minimum of 2 years of college preferred.
• 5 to 6 years' executive personal assistant experience required.
• CAP Designation a plus.
• Excellent oral and written communication skills required.
• Highly resourceful team player.
• Proficient in Microsoft Office.
• Strong organizational skills needed to prioritize multiple tasks while executing with excellent attention to detail.
• Confidentiality is imperative.
• Ability to work independently on projects and tasks.
• Ability to handle confidential information with discretion and display high level of customer service and response time.
• Professional demeanor and corporate knowledge are essential.