Executive Assistant

Executive Assistant at HFR Executive Assistant at HFR in Nashville, Tennessee Posted in about 3 hours ago.

Type:

full-time

Job Description:

Location:

Nashville/Brentwood, TN Position Type:

Full-Time Salary Range:

$75,000-$100,000 + Annual Bonus Opportunity About HFR HFR is a leading provider of hedge fund and alternative investment data, indices, research, and analytics serving institutional investors worldwide. For more than three decades, HFR has delivered independent performance benchmarks, market intelligence, and industry insights to investors, asset managers, consultants, and financial institutions globally. Position Overview HFR is seeking a highly organized, proactive, and trustworthy Executive Assistant to support the CEO across both professional and personal responsibilities. This is a high-visibility position that requires exceptional organizational skills, strong judgment, attention to detail, and the ability to manage competing priorities with professionalism and discretion. The ideal candidate is a self-starter who enjoys solving problems, anticipating needs, and creating order in a fast-paced entrepreneurial environment. This role serves as a trusted partner to the CEO and will interact with employees, clients, vendors, investors, advisors, and family office contacts. Key Responsibilities Executive Support

• Manage the CEO's calendar, appointments, meetings, and travel schedules.
• Coordinate domestic and international travel arrangements, including flights, hotels, transportation, and itineraries.
• Prepare meeting agendas, presentation materials, reports, and briefing documents.
• Screen and prioritize communications, emails, phone calls, and correspondence.
• Track action items and follow up on key initiatives and commitments.
• Coordinate meetings with clients, business partners, vendors, and service providers.
• Assist with document preparation, proofreading, and formatting.
• Maintain confidential records and files. Family Office & Personal Administration
• Assist with personal scheduling, travel planning, reservations, and appointments.
• Coordinate household vendors, contractors, and service providers.
• Maintain records for insurance policies, real estate documents, memberships, and subscriptions.
• Assist with bill payment tracking and administrative financial tasks.
• Coordinate with attorneys, accountants, financial advisors, banks, and other professional service providers as directed.
• Assist with family events, charitable activities, and special projects.
• Conduct research on vendors, purchases, travel, and other business or personal matters. Project & Administrative Support
• Assist with special projects and strategic initiatives.
• Coordinate logistics for conferences, events, and company meetings.
• Organize and maintain digital filing systems and records.
• Prepare reports, summaries, and correspondence.
• Support office operations and administrative initiatives as needed.
• Identify opportunities to improve processes and administrative efficiency. Qualifications Required
• 3+ years of experience as an Executive Assistant, Administrative Assistant, Office Manager, or similar role.
• Strong organizational and time management skills.
• Excellent written and verbal communication abilities.
• High level of professionalism and discretion.
• Advanced proficiency with Microsoft Outlook, Word, Excel, PowerPoint, and Teams.
• Familiarity with QuickBooks Online (QBO).
• Ability to manage multiple priorities and deadlines.
• Strong attention to detail and follow-through. Preferred
• Experience supporting C-level executives, entrepreneurs, or business owners.
• Experience in financial services, professional services, consulting, or technology environments.
• Experience coordinating complex travel arrangements.
• Familiarity with expense reporting and administrative financial processes.
• Experience supporting personal or family office activities.
• Experience leveraging AI productivity tools such as Microsoft 365 Copilot or ChatGPT. Desired Attributes
• Trustworthy and highly confidential.
• Resourceful and proactive.
• Strong problem-solving abilities.
• Positive attitude and service-oriented mindset.
• Comfortable working independently with minimal supervision.
• Able to adapt quickly to changing priorities.
• Professional presence and strong interpersonal skills. Benefits
• Competitive salary
• Annual discretionary bonus opportunity
• Health, dental, and vision insurance
• 401(k)
• Paid vacation and company holidays
• Professional development opportunities Why Join HFR?

This position offers a unique opportunity to work directly with senior leadership in a respected global financial information company while gaining exposure to executive operations, business management, and family office administration. The successful candidate will play an important role in helping the CEO maximize effectiveness across both business and personal endeavors.