Executive Assistant & Operations Coordinator

Choose Joy Nursing is a premium concierge night nurse company supporting families during the postpartum and post-surgical journey. Our mission is to deliver seamless, compassionate, and elevated care through a highly skilled nursing team. We are a rapidly growing company seeking a highly organized, adaptable, and proactive professional to support both executive leadership and day-to-day operations. This role is ideal for someone who thrives in a fast-paced, high-touch environment, enjoys wearing multiple hats, and is excited about long-term growth within a mission-driven organization. This is a full-time, in-person role that requires flexibility, discretion, professionalism, and a service-minded approach. Rotating evening and weekend availability is required. Position Overview The Executive Assistant & Operations Coordinator serves as a key support partner to leadership while also ensuring smooth day-to-day operational flow across the company. This role blends executive support, personal assistance, administrative operations, client coordination, and systems management. The ideal candidate is detail-oriented, emotionally intelligent, tech-savvy, and highly resourceful, with a strong ability to anticipate needs and execute with excellence. Key Responsibilities Executive & Personal Support Manage executive calendars with precision, including scheduling, confirmations, and rescheduling Oversee professional and personal email inboxes and communication Prepare meeting agendas, notes, talking points, and materials to keep priorities organized and meetings productive Coordinate travel arrangements, itineraries, and logistics Track expenses, mileage, and documentation Assist with personal tasks including errands, bill management, groceries, gifting, and home/office coordination Maintain strict confidentiality and discretion at all times Provide after-hours support as needed Operations & Administrative Support Support daily business operations and administrative workflows Coordinate client and team scheduling Oversee contract creation, sending, and tracking processes Maintain organized systems, documentation, communication tracking, and task management Develop a strong understanding of the backend functions within AlayaCare, including workflows, scheduling systems, documentation management, troubleshooting, and overall platform organization Support process improvement initiatives by learning and optimizing backend administrative workflows and systems Demonstrate comfort and proficiency with AI and productivity tools (e.g., ChatGPT, Claude, Delphi/Delfi) to assist with communication, organization, workflow support, and administrative efficiency Support supply ordering, inventory tracking, and vendor coordination Maintain organized systems across Google Drive, documentation, and internal platforms Manage client and team gifting requests and fulfillment Client Experience & Care Coordination Support a seamless, elevated client journey from inquiry through service delivery Coordinate thoughtful client care gestures including flowers, gifts, milestone acknowledgments, and welcome experiences Support a culture rooted in professionalism, compassion, responsiveness, and excellence Ensure timely follow-through on client-related administrative needs Events, Research & Special Projects Plan and support internal team gatherings and client-facing events, including logistics and day-of coordination Conduct research on vendors, partners, and growth opportunities Assist with special projects and operational initiatives as assigned General Team Support Serve as a central coordination point for internal communication Assist with urgent, time-sensitive tasks as needed Support a positive, professional, and collaborative company culture Contribute to improving systems, workflows, and team efficiency Travel & Flexibility Travel locally and occasionally to new locations as needed to support errands, events, and operational needs, using a reliable personal vehicle. Maintain flexibility and availability to provide rotating evening and weekend coverage Qualifications 3+ years of experience as a Personal Assistant, Executive Assistant, Operations Assistant, or similar support high-level support role Exceptional organizational skills with strong attention to detail and follow-through Excellent written and verbal communication skills Strong technical aptitude with the ability to quickly learn and navigate backend systems, platforms, and operational tools Adaptable and tech-savvy, with confidence learning new software and improving operational processes Ability to think critically and identify opportunities to streamline systems and backend processes A proactive, solutions-oriented mindset with the ability to anticipate needs before asking Able to manage multiple priorities in a fast-paced environment with calmness and efficiency High emotional intelligence, professionalism, and discretion Proficient in Google Workspace (Gmail, Calendar, Drive) Reliable personal vehicle and willingness to travel locally and to new locations as needed What We're Looking For The ideal candidate is: Highly organized and detail-oriented , able to manage calendars, emails, errands, and operations across multiple priorities Outgoing and confident , able to act as the voice of Lauren in communications with clients, team members, and vendors Professional and personable , providing support with discretion, warmth, and a high level of service Motivated, resourceful, and hands-on , with a proactive mindset, strong people skills, and a passion for supporting families and contributing to a growing organization. Why Choose Joy Nursing At Choose Joy Nursing, we are deeply committed to serving families during one of the most important seasons of their lives. We believe excellence is found in both the big moments and the smallest details. Every member of our team plays a meaningful role in creating an exceptional experience for our clients and supporting one another with integrity, compassion, and professionalism.

Job Type:

Full-time Pay:

$50,000.00 - $60,000.00 per year

Location:

Nashville, TN 37209 (Required)

Work Location:

In person