Executive Assistant in Nashville, Tennessee at Sexual Assault Center

REPORTS TO: Chief Executive Officer
JOB TYPE: Full-time, exempt, salaried position. This is a full-time on-site position working from the Sexual Assault Center office.
POSITION SUMMARY: The Executive Assistant provides high-level administrative and operational support to SAC’s Leadership Team, with primary support dedicated to the Chief Executive Officer. This role serves as a key coordination point for executive operations, board administration, agency meetings, and organizational communication. The Executive Assistant is responsible for managing schedules, coordinating meetings and events, maintaining organizational systems, preparing correspondence and materials, and supporting administrative functions across Leadership and Administrative teams. The Executive Assistant must be highly proactive, self-directed, and able to anticipate needs, manage competing priorities, and follow through on responsibilities with minimal oversight in a fast-paced environment. Due to the sensitive and high-level nature of the information handled in this role, strict confidentiality and professionalism are essential.
KEY RESPONSIBILITIES:
Executive Leadership Support:
Provide comprehensive administrative support to the Chief Executive Officer, including calendar management, meeting scheduling, prioritization of commitments, and coordination of daily activities
Draft, edit, and manage correspondence, communications, reports, presentations, and other materials on behalf of executive leadership
Coordinate internal and external meetings for Chief Executive Officer, including scheduling, preparation of materials, agenda development, and follow-up communication
Maintain organized records, files, and tracking systems for executive operations
Provide administrative support to the Chief Operating Officer and Chief Development Officer as needed
Assist the Human Resources Manager and Finance Coordinator with administrative tasks and special projects as assigned
Assist with preserving and organizing SAC’s institutional history, including historical records, major organizational initiatives, capital campaigns, leadership materials, and other archival information; develop and maintain systems that support long-term accessibility and organizational knowledge retention
Anticipate executive support needs and proactively identify solutions to improve workflow and organization
Exercise independent judgment and initiative in managing responsibilities and resolving administrative issues

Board of Directors Administration:
Serve as administrative support to the Board of Directors in collaboration with the CEO
Prepare and distribute meeting materials, agendas, and packets in advance of Board and committee meetings
Coordinate meeting logistics including scheduling, ordering food, arranging meeting spaces, and sending calendar invitations
Record, draft, and distribute accurate meeting minutes and maintain official Board records
Maintain board records, contact information, committee assignments, and organizational documents

Agency Meetings and Event Coordination:
Coordinate logistics for staff meetings, leadership meetings, retreats, trainings, and agency-wide events
Arrange meeting spaces, technology setup, food orders, printed materials, and supplies
Provide technology support during meetings and presentations as needed
Record and distribute meeting notes, minutes, and follow-up items

Administrative and Financial Support:
Support leadership team members with expense tracking, purchasing, invoice processing, reimbursements, and credit card reconciliation
Assist with document preparation, filing, data tracking, and administrative reporting
Support internal communication and coordination efforts across departments
Complete additional administrative and operational tasks as assigned

Compliance and Organizational Standards:
Maintain confidentiality and adhere to all applicable policies, procedures, and organizational standards
Handle highly sensitive organizational, personnel, financial, and leadership information with discretion and professionalism
Ensure accuracy, professionalism, and accountability in administrative, financial, and organizational processes
Support a professional, organized, and mission-aligned work environment
REQUIRED QUALIFICATIONS:
Bachelor’s degree in a related field. Equivalent experience may be considered
Minimum of three years of executive administrative support or related experience
Experience supporting senior leadership, executives, or boards of directors
Strong organizational skills and attention to detail
Excellent written and verbal communication skills
Proficiency in Microsoft Office Suite and virtual meeting platforms
Ability to manage multiple priorities, maintain confidentiality, and work independently with minimal supervision
PREFERRED QUALIFICATIONS:
Experience in nonprofit, human services, or mission-driven organizations
Experience coordinating board administration and executive operations
Experience planning meetings, retreats, or organizational events
Familiarity with financial administrative processes including reconciliations, purchasing, or invoice tracking
SKILLS AND ABILITIES:
Organization and attention to detail
Professionalism, discretion, and sound judgment
Initiative and proactive problem-solving
Strong follow-through and accountability
Time management and prioritization
Written and verbal communication
Adaptability and ability to manage competing priorities
Collaboration and relationship-building
Financial accuracy and administrative accountability

SAC reserves the right to waive any of the above qualifications dependent on work experience and other qualifying factors.
BENEFITS:
SAC offers a competitive benefits package that includes:
Employer-sponsored medical, dental, and vision insurance
Employer-covered long-term disability insurance and EAP (Employee Assistance Program) benefits
Discounted supplemental AFLAC benefit options
Company-sponsored 401(k) Plan with matching options
15 days of Paid Time Off annually, with increased accrual rates each year
10 paid Holidays and 2 Floating Holidays annually
12 hours of Days of Action annually
Self-Care Leave with every five years of employment
Monthly Therapy Stipend
To view the full position description, please visit sacenter.org/about/join-our-team.aspx

Sexual Assault Center is an Equal Employment Opportunity Employer.