Executive Assistant (Temporary)

Executive Assistant Position at FirstBank

FirstBank is seeking an experienced Executive Assistant to join our team for a short-term assignment lasting approximately 6–8 months.

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 8a - 5p, with occasional evening hours based on business events.

Serve as a trusted partner to our COO/CFO and 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.

FirstBank does not accept unsolicited resumes from agencies and staffing firms. Recruitment agencies and consultants may not submit resumes directly to managers. FirstBank will not pay fees to any third-party agency or company that does not have a signed agreement as an approved vendor. FirstBank in an Equal Opportunity Employer, including disability.