For companies:
For professionals:
For everyone:
For developers:
Responsibilities
About the Role:
- We are looking for a highly organized and proactive Executive Assistant to provide direct support to an executive of an established commercial building services company based in Nashville, Tennessee.
- The immediate priority is finding someone who can take ownership of the executive's inbox, calendar, meeting coordination, and travel arrangements while working the same Central Time business hours as the executive.
- As you become familiar with the business, the role will expand into supporting business development, acquisition outreach, and the RFP/bidding process for commercial cleaning and facility service opportunities.
- This is a great fit for someone who is comfortable taking ownership, following up without being reminded, and keeping multiple priorities moving behind the scenes.
Executive & Administrative Support:
- Manage and organize the executive's email inbox.
- Prioritize messages and flag items requiring immediate attention.
- Draft and coordinate email responses and follow-ups.
- Manage the executive's calendar and schedule meetings.
- Coordinate meetings with clients, prospects, vendors, and internal team members.
- Prevent scheduling conflicts and keep the executive informed of upcoming commitments.
- Book and coordinate business travel, including flights, hotels, transportation, and itineraries.
- Maintain organized digital files, documents, and business records.
- Track action items and follow up on outstanding tasks.
- Provide general administrative and operational support as needed.
Business Development & Acquisition Support:
- Assist with prospect and acquisition outreach.
- Conduct basic company and market research.
- Maintain organized prospect and opportunity lists.
- Track communications and follow-up activities.
- Schedule calls and meetings with prospective clients or business contacts.
- Help ensure opportunities continue moving through the pipeline.
RFP & Bidding Support:
- Monitor and organize incoming RFP and bid opportunities.
- Track submission requirements, deadlines, and supporting documentation.
- Gather information needed to prepare proposals and estimates.
- Coordinate with internal team members to obtain pricing, scope, and operational information.
- Assist with completing bid forms and proposal documents.
- Maintain organized records of active and submitted bids.
- Follow up on outstanding information and upcoming deadlines.
- Help ensure RFPs and proposals are complete and submitted on time.
Required Qualifications:
- Previous experience as an Executive Assistant, Administrative Assistant, Operations Assistant, or similar role.
- Strong experience managing executive inboxes and calendars.
- Experience coordinating meetings and business travel.
- Excellent written and verbal English communication skills.
- Strong organizational skills and attention to detail.
- Comfortable handling confidential and sensitive business information.
- Strong follow-through and ability to manage deadlines.
- Able to work independently and anticipate what needs to happen next.
- Comfortable learning new systems and business processes.
Preferred Qualifications:
- Experience supporting business development, proposals, RFPs, bids, or estimating.
- Experience within commercial cleaning, janitorial services, facilities management, construction, property services, or another service-based business.
Schedule Requirement:
This role requires real-time availability for scheduling, email management, meeting coordination, travel needs, and other day-to-day priorities.
Indefinitely open
tune NOT FOR YOU? IMPROVE YOUR RESULTS