Frost Brown Todd LLP is hiring: Administrative Assistant in Nashville

Frost Brown Todd LLP, a national law firm with 1000+ legal and business professionals across seventeen offices, is currently searching for a full-time Administrative Assistant to join our Nashville office. This key role will provide high-level administrative support to C-Suite executives and department leaders, while also serving as a back up for the Executive Assistant to the Chairman.

The ideal candidate will have exceptional attention to detail and the capability to excel in a fast-paced environment, skillfully managing multiple tasks at once with professionalism and tact.

Key Responsibilities:

• Provide comprehensive administrative support to C-Suite executives and firm leaders, including managing calendars, scheduling meetings, preparing correspondence, and monitoring emails containing confidential and sensitive information.
• Create, edit and format reports, presentations and other documents as needed.
• Support special projects led by C-Suite executives and department leaders by conducting research, compiling and entering data, and preparing reports and presentations.
• Provide ongoing administrative support for ongoing projects, including scheduling, coordinating meetings, tracking progress, and ensuring deadlines are met.
• Act as a flexible support resource for other departments during peak periods, absences, or special projects, ensuring continuity of operations and assisting with administrative tasks as needed.
• Maintain an organized electronic filing system for easy retrieval of emails, documents and information.
• Effectively communicate upcoming commitments and responsibilities, follow up with reminders as appropriate.
• Arrange complex and detailed travel plans, create itineraries and agendas, track travel and business expenses and timely submit expense reimbursement requests. Stay informed of travel dates, location and availability to serve as a liaison with firm attorneys and business professionals.
• Provide sophisticated calendar management. Prioritize inquiries and requests while troubleshooting conflicts; make judgments and recommendations to ensure smooth day-to-day operations.
• Protect the confidentiality of material during distribution in electronic or paper format; storing and/or shredding documents as appropriate.
• Monitor incoming communications, including e-mails, instant Jabber messages, Microsoft Teams activity, and phone messages, while exhibiting the utmost responsiveness to others of efficient handling in real time.
• Provide back up support to the Chairman by managing and maintaining an active calendar of appointments, preparing correspondence that may be confidential and sensitive, and providing significant administrative assistance.
• Demonstrate effective teamwork and work cooperatively with firm leaders, attorneys and business professionals, as well as client representatives or external contacts.

Job Requirements:

• Abilities and skills normally assumed to have been acquired by at least two years equivalent C-Suite support experience, with knowledge of a legal firm environment being a significant plus.
• Ability to maintain professionalism and strict confidentiality with all materials, and exercise discretion when interfacing within the business.
• Ability to cooperate, work and communicate effectively and professionally with firm client representatives, firm personnel, and external business contacts at all levels on the telephone, by e-mail as well as in-person.
• Ability to manage time well and prioritize when facing a multitude of tasks with varying deadlines; handle matters expeditiously, proactively, and follow through on projects to successful completion, often with demanding deadlines.
• Highly proficient in Microsoft Office software programs and applications, including Word, Excel, PowerPoint, Teams and OneDrive.
• Must have familiarity with converting and manipulating document content and information between multiple source formats such as Excel, Word, PDF, PowerPoint, video or sound files to create documents or presentations.
• Strong grammar, spelling, vocabulary, and language skills are necessary, with a recommended understanding of basic legal and financial terminology.
• Must be flexible and available to periodically handle requests outside of regular office hours.

Frost Brown Todd offers a competitive salary and a comprehensive benefits package including medical, dental, vision, life, disability, and 401k/profit sharing retirement package.

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.

Frost Brown Todd is fully committed to equality of opportunity in all aspects of employment. It is the policy of Frost Brown Todd to provide equal employment opportunity to all employees and applicants without regard to race, color, religion, national or ethnic origin, military status, veteran status, age, gender, gender identity or expression, sexual orientation, genetic information, physical or mental disability or any other protected status.