Executive Assistant (Hybrid)

Who we are:

Since our founding in 2011, our mission has been to improve the lives of seniors and their caregivers. We are deeply passionate about communication and committed to becoming the foremost provider of services and solutions that enable seniors to lead more meaningful and independent lives. We also understand the power of connection and the profound impact it has on the lives of individuals who are hard-of-hearing. By utilizing enhanced automatic speech recognition, human captioning, and innovative product development, we deliver easy-to-use, cutting-edge technology to our primarily senior customer base. Our near real-time phone captioning technology allows individuals with hearing loss to see what callers are saying, enabling them to regain their connection to the world. 

ClearCaptions is a Federal Communications Commission (FCC)-certified telephone captioning provider, adhering to the highest industry standards of privacy, security, and professionalism. We recognize the importance of maintaining the trust and confidence of our customers, and we continually strive to exceed their expectations. 

For more information about our services please visit clearcaptions.com. 

Position Summary: 

The Executive Assistant plays a crucial role in supporting the efficient functioning of Vice Presidents within the organization and is responsible for managing key administrative functions including physical mail handling, meeting coordination, event planning, and travel logistics for a remote US-based team. The role requires strong organizational skills, confidentiality awareness, attention to detail, and the ability to handle multiple priorities in a fast-paced environment. Flexibility, excellent communication, and problem-solving skills are essential, as is the ability to work remotely,both independently and collaboratively, to support the team’s needs. 
 
This position is a full-time, 40 hour/week role that reports to the Executive Administration Manager and requires working at our warehouse location in Antioch, TN at least a few days a week, with the option to work remotely from a home office the remainder of the week.  

Key Responsibilities: 

• Mail Management: Receive, sort, and distribute incoming corporate mail. Maintain an organized filing system for correspondence and related documents.
• Calendar Management: Efficiently manage complex calendars, including scheduling meetings, appointments, and conference calls, while prioritizing conflicting demands and ensuring the Vice Presidents are well-prepared for all engagements.
• Travel Arrangements: Coordinate all aspects of domestic travel, including flights, accommodations, ground transportation and dining as needed, ensuring seamless travel experiences.
• Communication Management: Handle emails and correspondence on behalf of the Vice Presidents, responding promptly when appropriate and drafting responses for review when necessary.
• Meeting Coordination: Organize and coordinate meetings, conferences, and events, including arranging venues, catering, audiovisual equipment, and necessary materials, and taking meeting minutes when required.
• Relationship Management: Build and maintain positive relationships with internal and external stakeholders, including executives, clients, partners, and vendors, always representing the Vice Presidents professionally.
• Expense Management: Process expense reports and invoices accurately and in a timely manner and ensuring compliance with company policies.
• Project Support: Provide administrative support for special projects and initiatives led by the Vice Presidents, including research, data analysis, and coordination with cross-functional teams.
• Confidentiality: Handle sensitive and confidential information with the utmost discretion and professionalism, always maintaining a high level of integrity.
• Other duties upon request as business needs arise. 

Qualifications: 

• High School Diploma or equivalent (GED). Continuing education preferred.
• 3+ years’ experience as an executive assistant or similar role supporting senior executives or vice presidents; experience in a remote work environment preferred.   
• Familiarity with expense & travel booking tools and platforms; Concur preferred. 
• Experience managing event budgets and vendor negotiations.
• Exceptional organizational and time management skills, ability to multitask and prioritize effectively with demanding timeframes in a fast-paced environment.Flexibility and adaptability to changing priorities and deadlines.
• Excellent interpersonal and communication skills, both written and verbal, with a high level of professionalism and diplomacy.
• Strong attention to detail, accuracy, problem-solving skills with a commitment to delivering high-quality work.
• Positive attitude, proactive approach and customer-centric with a sense of urgency.
• Ability to anticipate needs, exercise sound judgment, and work independently with minimal supervision.
• Ability to work collaboratively with colleagues and staff to create a high-quality, results-driven, team- oriented environment.
• Demonstrated ability to use discretion, make sound decisions, and maintain confidentiality.
• Willingness and ability to work flexible hours and travel (up to 15%); will include some overnight travel and working occasional evenings or weekends as needed.
• Proficient in MS Office including Excel and PowerPoint, advanced skills in Outlook (e.g., Inbox/Calendar management), familiar with modern communication tools for virtual teams (e.g., MS Teams, Slack). 

Physical Demands:  

Employees may experience the following physical demands for extended periods of time:

• Sitting, standing, and walking (95-100%)
• Keyboarding (40-60%)
• Viewing computer monitor, tablet and cell phone screen requiring close vision (95-100%)

Work Environment:

100% Remote:  Work environment is at home.