Job Description

YA is an international professional services organization providing forensic consulting, engineering, risk mitigation, and related services. Founded over 25 years ago as a property damage consulting firm, YA has expanded through organic growth and strategic acquisitions. Today, YA has over 700 professionals dedicated to excellence, partnership, and driving innovation.

Summary

The Executive Office Assistant is responsible for ensuring smooth day-to-day operations of the Companys Nashville office, managing scheduling for the Executive Leadership Team, greeting visitors and providing general administrative support.

Role & Responsibilities

• Schedules leadership, client and other meetings for the Executive Leadership Team.
• Coordinates all logistics for executive, leadership Board and other meetings and events.
• Uses discretion and judgment to facilitate the CEOs activities and maintains confidentiality.
• Manages office inventory and orders office supplies.
• Assists leadership with preparing presentations for meetings and events.
• Greets visitors as they arrive to the office and provides general support prepping for meetings and events.
• Plans, schedules and organizes company events.
• Provides general administrative support to office employees and guides them to the appropriate internal support when office issues or questions arise such as office supplies, internet, hardware, travel arrangements, etc.
• Coordinates with IT regarding issues with office equipment and/or to ensure all necessary office equipment is ordered.
• Coordinates with Finance to ensure all office related invoices are paid on time.
• Coordinates with YA leadership and outside vendors regarding service providers and office lease.
• Coordinates with facility management vendors such as cleaning services, catering, security services, etc.
• Ensures compliance with office/building policies and procedures.
• Organizes the office layout.
• Performs other duties as assigned.

Qualifications

• High school diploma required. Bachelors degree or equivalent experience preferred.
• 5-7 years experience in an Office Manager, Executive Assistant, Administrative Assistant or related role.
• Proficient in Microsoft Office Suite.
• Must have excellent organizational and communication skills.

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