Job Description

Location: Knoxville, TN
Full-Time | On-Site

About the Role

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to provide comprehensive administrative support for our full executive leadership team. This role requires exceptional organizational skills, versatility, discretion, and the ability to manage multiple priorities while maintaining a high level of professionalism and confidentiality. 

This unique role is ideal for someone who can seamlessly manage executive priorities while juggling legal, real estate, operational, and various administrative tasks. And, while the administrative work is central to the position, it entails far more than just scheduling and admin. You will also collaborate directly with senior decision-makers and have a role in our team's strategic planning, new acquisitions/projects, and operational achievements. Top candidates should be resourceful, adaptable, and have a great attitude.

Key Responsibilities

Executive Support & Coordination

• Manage executive calendars, including high-level meetings, strategic planning sessions, and internal/external engagements.
• Coordinate executive travel arrangements, including flight bookings, hotels, ground transportation, and expense tracking.
• Prepare for meetings: create agendas, compile materials, take minutes, and ensure timely follow-up on action items.
• Act as liaison between executives and internal teams, external partners, and stakeholders; ensure clear communication and follow-through on directives.
• Assist with monthly expense reports for the executive team.

Legal & Transactional Administration

• Assist in legal, financial, and real estate closings, including notarization, storage, distribution, and deadline calendaring.
• Assist with drafting correspondence, researching and completing permit/licensing applications, filing Annual Reports, providing summaries of research or legal documents, and similar legal/administrative duties, as needed.
• Maintain legal document tracking including master entity list, contact directories, and upcoming transaction schedules.
• Update and maintain legal and operational files across platforms (Teams, OneDrive, etc.) ensuring consistency, compliance, and version control.
• Coordinate with legal and executive teams to manage file retention (digital and physical), document scanning, and offsite file organization.

Operations & Office Management

• Manage incoming calls and voicemail systems with discretion and professionalism.
• Screen and direct communications with confidentiality and efficiency.
• Serve as primary liaison for administrative vendors, including office supplies, equipment servicing, and facilities.
• Oversee general office management, including supply ordering, printer maintenance, kitchen upkeep, and general workspace organization.
• Coordinate and plan internal and external events, including trade shows, holiday functions, and executive offsite meetings.
• Supervise ongoing property and project-related tasks, such as file transfers, shelving installation, and offsite storage management.

Qualifications

• 5+ years of executive administrative experience supporting senior leaders or cross-functional teams
• Strong working knowledge of Microsoft Office 365, especially Teams, OneDrive, Word, and Excel
• Ability to work independently while managing multiple priorities
• Excellent written and verbal communication skills
• Ability to exercise discretion, handle confidential matters, and anticipate needs
• Highly organized, with excellent multitasking and time-management skills
• Notary public (or willingness to become one) preferred
• Experience in transactional or legal support is a plus

Work Environment & Culture

This role is onsite at our Knoxville office and involves direct interaction with all senior leaders. We are a dynamic team engaged in a wide variety of exciting projects, so we especially value professionalism, versatility, and a proactive spirit. Our workplace culture is collaborative, respectful, and driven by shared goals.

Salary

$80,000 - $100,000 depending on experience and qualifications. Compensation package includes strong benefit offerings (paid time off, holiday schedule, medical/dental/vision, etc.).

To Apply

Submit your resume and a brief cover letter detailing your relevant experience and why you’re a fit for this multifaceted and unique Executive Assistant role.

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