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Posted 2w ago

Executive & Personal Assistant

@ Foreword Companies
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Gallatin, Tennessee, United States
OnsiteFull Time
Responsibilities:managing calendar, drafting correspondence, coordinating travel
Requirements Summary:Minimum 4 years related experience; high school diploma required (BA preferred). Must reside within 20 miles of Gallatin, TN; type 50 WPM; proficient with Microsoft Office Suite, email and calendar management; strong organization, discretion, and time-management.
Technical Tools Mentioned:Microsoft Office Suite
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Job Description
 
 
 
 
Executive & Personal Assistant 
Job Summary: 


The Executive & Personal Assistant serves as a trusted extension of the CEO, providing high-level executive, administrative, and personal support across both business and personal priorities. This role requires exceptional discretion, sound judgment, and the ability to anticipate needs while managing complex schedules, communications, and sensitive matters with professionalism and care. This role is intended for someone seeking a long-term, trust-based partnership supporting the CEO across evolving business and personal needs. 


 

Supervisory Responsibilities: 
  • None 

Duties/Responsibilities: 
  • Drafts correspondence, reports, and other written materials for senior leadership. 
 
  • Receives incoming communication or memos on behalf of senior staff, reviews contents, determines importance, and summarizes and/or distributes contents to appropriate staff. 

Calendar Management: 
  • Organizes and maintains the calendar to ensure optimal time management. 
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  • Schedules and coordinates meetings, events, and appointments. 
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  • Plans and schedules drive times to meetings and travel times to various locations. 

Email Management: 
  • Monitors and manages emails, ensuring timely responses and follow-ups. 
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  • Purges old emails and unsubscribes from junk mail. 
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  • Retains important emails and brings attention to those requiring further discussion. 

Foundation and Community Engagement: 
  • Schedules foundation-related activities, including volunteer events. 
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  • Coordinates and maintains relationships with charitable organizations.  

Weekly and Daily Task Management: 
  • Develops and maintains a weekly schedule, including meetings, walk-throughs, and external engagements. 
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  • Schedules recurring activities, including personal appointment and maintenance scheduling. 
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  • Organizes and schedules video calendar content and podcast recordings. 

Project and Task Organization: 
  • Maintains a list of phone calls, projects, and tasks to be completed. 
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  • Ensures all to-dos are added to the calendar and prioritized based on urgency and importance. 

Office Management: 
  • Performs walk-throughs of facility and participates in walk-throughs with leadership as needed. 
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  • Manage physical mail by sorting through it, discarding junk, and actioning important items. 

Personal Assistance: 
  • Coordinates personal calendar items, including syncing the personal calendar with work commitments. 
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  • Schedules and organizes personal trips and itineraries. 
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  • Manages household-related scheduling, including home maintenance, deliveries, and appointments. 
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  • Additional duties as assigned by management. 

Requirements:  
  • Excellent verbal and written communication skills.  
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  • Excellent organizational skills and attention to detail. 
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  • Excellent time management skills with a proven ability to meet deadlines. 
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  • Proficient in email management and calendar scheduling software. 
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  • Ability to function well in a high-paced and at times stressful environment. 
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  • Extensive knowledge of office administration, clerical procedures, and recordkeeping systems. 
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  • Able to type minimum of 50 words per minute. 
  •  
  • Extremely proficient with Microsoft Office Suite or similar software with the ability to learn new or updated software. 
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  • Maintain confidentiality and discretion in handling all personal and family matters. 
  •  
  • Demonstrated ability to exercise sound judgment and make independent decisions in confidential situations. 
  •  
  • Must reside within a 20-mile radius of Gallatin, TN (or within a 30-minute drive) to ensure timely availability for in-person errands, home support, and travel coordination. 
  •  
  • Education and Experience: 
  •  
  • High school diploma required; Bachelor’s degree in Business Administration or related field preferred. 
  •  
  • At least four years of related experience required.  

Physical Requirements:  
  • Prolonged periods sitting at a desk and working on a computer. 
  •  
  • Must be able to lift up to 15 pounds on occasion.