Document Management Assistant Jobs in Tennessee (NOW HIRING)

Compensation: $70,000 - $75,000

Schedule: Monday - Thursday (in office) and Friday (remote). 

Hours available, choose from: 

• 08:00am -04:30pm,
• 07:30am - 04:00pm, or
• 08:30am - 05:00pm 

Location: Nashville, TN

At Chord Specialty Dental Partners, our goal is for every employee to cultivate a fulfilling career. From serving patients in one of our many multi-specialty dental practices to serving our Home Office based out of Nashville, TN- we have something for everyone. We're always looking for talented, driven individuals who have a desire to make an impact.

As the Executive Assistant, you will provides high-level administrative and operational support for our Chief Clinical Officer and Chief Financial Officer. This role manages complex calendars, coordinates travel, prepares executive reports, supports leadership meetings, and strategic initiatives.

This position serves as a trusted partner to our executives, ensuring priorities remain organized, communications flow efficiently, and key initiatives move forward effectively. The ideal candidate is highly organized, proactive, discreet, and comfortable operating in a fast-paced executive environment.

Executive Calendar & Meeting Management

• Manage complex calendars for 2-3 executives, including scheduling internal and external meetings, prioritizing requests, and resolving conflicts.
• Anticipate scheduling needs and proactively manage calendar changes and shifting priorities.
• Coordinate meeting logistics including conference rooms, virtual meeting links, agendas, and supporting materials.
• Prepare executive meeting packets, presentations, and briefing materials.
• Support planning and execution of events such as doctor dinners.

Travel Coordination

• Arrange comprehensive travel plans including flights, accommodations, and ground transportation.
• Prepare detailed travel itineraries and ensure executives have all necessary documentation.
• Manage travel changes and troubleshoot issues when plans shift.
• Track and process travel-related expenses in accordance with company policies.

Electronic File & Document Management

• Maintain organized electronic filing systems for executive documents, presentations, and confidential records.
• Manage document storage and organization within collaboration platforms such as SharePoint,Teams, or other document management systems.
• Ensure version control and document accuracy for key leadership materials.
• Maintain confidential files and sensitive corporate information with the highest level of discretion.

Leadership & Board Support

• Assist with preparation and coordination of Executive Leadership Team (ELT) meetings.
• Support preparation of Board or leadership presentation materials as needed.
• Coordinate meeting logistics, agendas, and distribution of materials.
• Maintain records of key leadership meetings and follow-up actions.

Project Coordination

• Support administrative coordination for executive initiatives and cross-functional projects.
• Track timelines, deliverables, and key milestones for leadership priorities.
• Assist in gathering data, preparing reports, and coordinating with internal stakeholders.
• Ensure executives are prepared for key meetings and project updates.

Budget & Administrative Tracking

• Assist with tracking departmental budgets, invoices, and administrative expenses.
• Manage executive expense reporting and reimbursement submissions.
• Support vendor coordination or administrative contracts when needed.

Operational & Administrative Support

• Serve as a liaison between executives and internal teams across the organization.
• Manage incoming communications and prioritize requests appropriately.
• Assist with coordination of leadership offsites, company events, or executive meetings.
• Maintain strict confidentiality regarding sensitive business and personnel matters.

Executive Inbox & Communication Management

• Manage and triage executive email inboxes as required, including flagging priorities and ensuring timely follow-up.
• Monitor and prioritize incoming requests, escalating urgent matters as needed.
• Coordinate cross-functional communications on behalf of executives.

Required:

• Bachelor's degree preferred or equivalent relevant experience.
• 5+ years of experience supporting senior leaders or executives.
• Experience managing complex executive calendars and travel coordination.
• Experience supporting executive leadership teams or board-level preparation preferred.

Preferred:

• Exceptional organizational and time management skills.
• Strong attention to detail and ability to manage multiple priorities simultaneously.
• High level of discretion and professionalism with confidential information.
• Excellent written and verbal communication skills.
• Strong proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and collaboration tools such as Teams or SharePoint.
• Ability to anticipate and prioritize executive needs and operate proactively.
• Strong customer service skills when interacting with external parties.

We believe that taking care of our employees and their families is paramount. That's why we offer a comprehensive benefits package designed to support you in every aspect of your life. Here's what we provide:

• Medical and Vision Insurance: You're eligible starting the first month after you join.
• Dental Coverage: Enjoy this benefit with $0 premium.
• 401(k) Plan with Company Match: We help you plan for your future with our matching program.
• Generous Paid Time Off and Holidays: Take the time you need to relax and recharge.
• Employee Referral Program: Earn rewards for bringing talented individuals to our team.
• Big savings, big perks: Enjoy exclusive discounts on everything from restaurants and travel to movies and more with our employee discount program.
• Pet Insurance: We understand the importance of furry family members too.
• Cutting-edge Technology and Training: We provide the tools and resources you need to excel in your role.
• Life and Disability Insurance Options: Protect yourself and your loved ones with our coverage options.
• Tuition Assistance: Invest in your growth with support for continuing education.

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