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Executive Assistant / Event Coordinator

at FTN Financial

Posted: 10/28/2019
Job Reference #: *9C30A623E3647054
Keywords: office

Job Description

Requisition Number

Post Date

Executive Assistant / Event Coordinator

Part Time?



Executive Assistant / Event Coordinator
Location: 511 Union Ave

The Executive Assistant / Event Coordinator will be responsible for the following:
Calendar, Phone, and Contact Management
• Calendar management
o Schedule meetings and appointments as needed and required
o Proactively manage schedule conflicts
o Assist with scheduling monthly 1:1 meetings with direct reports and staff meetings
• Phone management – manage phone calls for the Executive Office
• Contact management – maintain contact database in outlook and business card file
Travel & Expense Management
• Make all necessary travel arrangements
• Prepare file with all necessary materials needed for travel day before departure
• Submit expenses monthly to insure timely payment of corporate card and reimbursement of monthly mileage and eligible expenses
Office Management
• Maintain all email distribution lists
• Maintain Middle Tennessee organizational chart
• Maintain filing system
• Liaison with internal partners for office usage and facilities issues
• Compose internal communications and client correspondence
• Onboarding of direct reports and their support staff
• Attend to all accounts payable requests in relation to Executive Office
• Maintain Executive suite and kitchen area
• Assist with project support as needed: remarks, presentations, etc.
• Assist with internal and external events relating to the MTN Region and Executive Office

Community Development
• Serve as the Middle TN Region Foundation coordinator
o Review and research requests in the grant system
o Manage the Foundation budget
o Schedule and host quarterly meetings with the Foundation Committee to present pending grant requests
o Communicate with local non-profit organizations regarding application status
o Submit requests for approval and coordinate check presentations
o Coordinate activation of nonprofit sponsorships: table fulfillment, ad requests, attendee lists, etc.
• Manage Angel Points and serve as a point of contact for all MTN volunteer opportunities
• Serve as the annual United Way campaign coordinator

• Nashville Advisory Board Secretary: quarterly meeting coordination and preparation of meeting minutes and meeting materials
• Serve as a backup for the Middle Tennessee business continuity plan
• Manage Corporate Wire PIN Limits and Requests
• Manage President’s client hosting events including table fulfillment and suite entertainment
• Coordinate executive regional visits such as town hall and market meetings as required
• Salesforce RMS customer & prospect inquiries and industry related news research as needed
• Preparation of reports as need: Bankruptcy, Bonefish, Talent Pipeline, Pulse Report, and others


Requires a High School diploma (or equivalent) for consideration
4 - 6 years' experience requires; 6 - 8 years' experience preferred including calendar and phone event planning
Exceptional organizational skills required
Competency in Excel, Word, PowerPoint and Microsoft Outlook
Accurate typing, spelling and grammar skills
Good written and oral communication skills