Executive Assistant Position Available In Williamson, Tennessee

Executive Assistant Parthenon Management Group 5034 Thoroughbred Lane, Brentwood, TN 37027

Position:

Executive Assistant Reports to:

President/CEO Location:

In Office – At Parthenon Management Group (PMG) , we are Solutionaries —problem-solvers with a passion for service, innovation, and impact. PMG is an association management company that provides strategic and operational support to professional medical and scientific societies. We offer our clients forward-thinking solutions and a collaborative, mission-driven approach. The Executive Assistant provides high-level administrative support to the CEO, Executive Vice President, and Executive Leadership Team (ELT), ensuring seamless operations, effective communication, and proactive support across the organization. The ideal candidate is exceptionally organized, highly discreet, and thrives in a fast-paced environment where prioritizing, problem-solving, and adaptability are key. In addition to executive support, this role serves as a central ambassador of the Executive Office—streamlining processes, coordinating logistics, and fostering both internal culture and external relationships.

PRIMARY DUTIES AND RESPONSIBILITIES

, include the following but are not limited to:

Executive Support:

Protects executive time and focus by filtering inquiries, assessing urgency, and anticipating the needs of the ELT—taking initiative to remove obstacles and streamline operations. Manages complex calendars for the CEO, coordinating meetings, travel, board sessions, and strategic events across multiple time zones while proactively resolving scheduling conflicts. Coordinates domestic and international travel, prepares detailed itineraries, manages last-minute changes with professionalism, and ensures timely, accurate submission of expense reports. Coordinates logistics for PMG board meetings, strategy sessions, offsite meetings, and internal staff events—handling preparation, setup, and execution. Prepares agendas, takes minutes, and ensures follow-up on action items for meetings involving PMG Executives. Reconciles monthly credit card statements for ELT. Drafts, edits, and distributes correspondence, presentations, and reports on behalf of the Executive Leadership Team. Proactively identifies potential issues, recommends system or process improvements, and serves as a trusted advisor pertaining to daily operations. Exercises sound judgment and discretion while managing sensitive information and maintaining strict confidentiality. Performs other high-level executive administrative duties as assigned in support of the CEO, EVP, and ELT. Oversees other executive administrative duties as assigned. Office and Vendor Management Serves as a welcoming and professional ambassador to client members, partners, and visitors contacting the Executive Office by phone, email, or in person. Screens and prioritizes communications for the Executive Office, ensuring timely and appropriate responses, including the monthly newsletter. Coordinates domestic and international travel, prepares detailed itineraries, manages last-minute changes with professionalism, and ensures timely, accurate submission of expense reports for all PMG-sanctioned events, including the annual PMG Staff Retreat. Works with the Marketing Team to provide regular updates to the PMG website. Oversees PMG building and responsible for ensuring cleanliness, including enforcing timely pickup of packages, conducting regular walk-throughs to assess the status of the building, and upholding kitchen cleanliness. Oversees the PMG email inbox and company-wide physical mail, ensuring prompt and accurate distribution to relevant society teams. Oversees the PMG phone line and directs all calls to the appropriate personnel. Manages day-to-day office operations to maintain an efficient and organized work environment. Maintains and restocks office supply inventory and oversees the functionality of shared spaces. Coordinates vendor relationships and service contracts (e.g., IT, cleaning services, maintenance, recycling). Oversees storage units rented by PMG on behalf of clients, ensuring proper organization and access. Oversees other office management tasks as assigned.

EDUCATION AND/OR EXPERIENCE

Previous experience as an administrative or executive assistant, office manager, or similar capacity. Mastery of Microsoft Office Suite Exceptional written and verbal communication skills. Strong interpersonal and relationship management skills. Highly organized, detail-oriented, and capable of managing multiple priorities efficiently. Demonstrated discretion and professionalism when handling sensitive information.

WORK ENVIRONMENT

Position is in an office setting that involves everyday risks or discomforts requiring normal safety precautions. On occasion, the individual must be able to do moderately demanding physical activity such as handling and opening boxes weighing 35-40 pounds, standing and walking extensively throughout the day.

BENEFITS

People come first at PMG. That goes for both our clients and our team members. We are known for our exceptional customer service and work ethic. Our clients are like family to us! But our real families are also a priority. From flexible work schedules, including work-from-home plans, paid volunteer days, profit sharing and more, PMG takes great care of its team members.

We offer:

Medical, Vision, and Dental insurance Disability insurance 401(k) 2 Personal Days, 8 Paid Holidays, PTO Days 6 weeks parental leave Employee Development Paid Volunteer Time We are passionate about creating a workplace that promotes and values diversity. We serve associations that are global, multicultural, and diverse, and we want to reflect that inside our walls. More importantly, creating an environment where everyone, from any background, can do their best work is just the right thing to do.