Executive Assistant

FirstBank is seeking an experienced Executive Assistant to join our team.

In this role, you'll provide day-to-day support that keeps our leadership running smoothly. This is an on-site position, requiring daily attendance at our corporate office in downtown Nashville, TN from the hours of 8:00am - 5:00pm, with occasional evening hours based on business events.

Serve as a trusted partner to our Executive team, providing thoughtful and dependable support.

Responsibilities include, but are not limited to:

• Executive Communication: Draft executive announcements and internal communications, including recurring recognition messages such as birthday and work anniversary notes across the organization.
• Board Support: Assist with the coordination of quarterly in-person board meetings, including room setup, catering, and day-of logistics to ensure each meeting runs smoothly.
• Investor Relations Support: Track and coordinate investor conference participation end to end-managing registrations, one-on-one sign-ups, travel and hotel arrangements, and meeting book preparation and printing.
• Quarterly Reporting Support: Support earnings and board meeting preparation by scheduling calls with investors and analysts, compiling and reviewing board materials, and maintaining awareness of the quarterly cadence to protect adequate preparation time.
• Calendar & Liaison Support: Manage executive calendars and serve as a friendly, reliable point of contact for direct reports.
• Travel Coordination: Arrange travel, accommodations, and itineraries with care, handling all related details so everything runs seamlessly.
• Meeting Preparation: Prepare reports, presentations, and materials, and keep files and records well organized so meetings feel effortless.
• Welcoming Visitors: Greet and assist executive visitors with warmth, making everyone feel comfortable and valued.
• Event & Meeting Support: Help bring events and meetings to life-reserving space, setting up conference rooms and audio/visual needs, and coordinating business meals.
• Facilities Support: Assist with facilities management, including working with vendors, ordering supplies, and processing invoices.
• Expense Management: Prepare and maintain executive expense reports and supporting documentation with accuracy and attention to detail.
• Onboarding Support: Help welcome and onboard new department associates, ensuring a smooth and positive transition.
• Team & Community Engagement: Contribute to department and company events, meetings, team-building activities, and special projects that bring people together.
• Professional Standards: Model reliability in attendance, punctuality, training, dress code, safety, compliance, and confidentiality.

Education and/or Experience

• Bachelor's degree preferred but not required
• Three to five years' prior experience in mid-to senior-level administration, business, management, or related field
• Proficient computer skills, including Microsoft Office Suite (Word, PowerPoint, and Excel)

Skills and Abilities

• Comfortable in a fast-paced environment with multiple responsibilities, tasks and projects
• Able to organize and manage large amounts of files, schedules, information, and projects
• Self-directed and able to work without supervision
• Energetic and eager to tackle new projects and ideas
• Excellent written and verbal communication skills
• Able to concentrate on multiple problems/tasks at once
• Proactive approach to problem-solving with strong decision-making skills
• Ability to demonstrate the highest level of ethical behavior and confidentiality and maintain confidentiality with sensitive information.
• Respectful demeanor toward other associates and managers that promotes a positive and professional work environment.
• Understand and comply with bank policy, laws, regulations as applicable to your job duties. This includes but is not limited to; complete compliance training and adhere to internal procedures and controls; report any known violations of compliance policy, laws, or regulations and report any suspicious customer and/or account activity.