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EXECUTIVE ASSISTANT // OH CREATIVE
OH Creative PR is seeking a proactive, detail-obsessed, and highly organized Executive Assistant to provide operational and administrative support to the Owner. This is a hybrid role based in Nashville, TN, with the opportunity to work closely with leadership to ensure the smooth running of our business operations.
This position is designed for someone who takes pride in mastering the Executive Assistant craft — balancing calendars, managing budgets, coordinating travel, tracking expenses, and streamlining processes. This is not a stepping stone to a publicist role; it is a career-track position for someone who thrives as a strategic partner to executives.
Key Responsibilities
Administrative Support:
Proactively manage and maintain the Owner’s and company-wide calendars, anticipating conflicts and resolving them independently
Navigate multiple, often conflicting, calendars to schedule meetings involving internal and external stakeholders, especially during periods of travel
Coordinate virtual meetings via Zoom, Microsoft Teams, Google Meet, and conference calls
Take detailed notes during internal staff meetings and select client calls, summarizing action items and ensuring follow-through
Draft and manage professional email correspondence on behalf of the Owner
Maintain organized systems for passwords, subscriptions, and key digital platforms to ensure secure and seamless operations
Support the preparation and printing of materials for company and client events
Expense Management & Financial Coordination:
Track and categorize expenses to determine what should be billed back to clients, and ensure compliance with internal policies
Build detailed budgets on behalf of the staff and provide to clients ahead of travel
Complete post-travel reports and communicate accurate travel information to business management
Prepare and submit accurate, timely monthly expense reports for both you and the Owner
Review reimbursement invoices and receipts for accuracy and completeness
Liaise regularly with the business management team to ensure financial documentation and deadlines are met
Maintain a high level of accountability and thoroughness in all financial tracking tasks
Owner Support:
Execute occasional special projects such as client gifts, vendor coordination and personal assistance tasks (local errands, returns, etc) while Owner is traveling
Required Skills & Qualifications
Minimum 3 years supporting senior executives or business owners in a fast-paced environment
Prior experience with expense tracking, invoicing, and client billing
Strong attention to detail and ability to anticipate needs without constant supervision
Proven ability to anticipate executive needs and act proactively
Enjoys creating order, systems and structure
Thrives in a supporting role and takes pride in enabling others’ success
Demonstrated ability to manage time effectively and follow through on tasks thoroughly
Discretion, professionalism, and strong written and verbal communication skills
Ability to adapt to a fast-paced, evolving work environment
Proficiency in Microsoft Outlook, Google Suite, Apple operating systems, and virtual meeting platforms
Prior experience with expense tracking platform Fyle, or similar platforms such as Expensify is recommended