Executive Assistant

HDLA, an award-winning landscape architecture firm located in the urban fabric near downtown Nashville, TN, is seeking an Executive Assistant with professional experience to join our energetic and creative design studio.

HDLA is a Landscape Architecture, Urban Design, and Planning Firm, committed to design excellence and the creation of sustainable, beautiful, and memorable landscapes that evoke a sense of place and connect communities to the built environment. HDLA values professional growth, work-life balance, and a collaborative open office environment.

Successful Executive Assistant Candidates will demonstrate strong written, verbal, graphic communication, and organizational skills. This position acts as a critical support to the Firm Partners primarily and provides additional support to senior leadership team members to ensure that company goals and objectives are efficiently accomplished. Candidates must be organized, detail-oriented, efficient, adaptable to changing deadlines and priorities, and able to work collaboratively and confidently within a dynamic and energetic environment. The position serves a crucial role within the overall firm structure.

Responsibilities

• Work directly with the Firm Partners to support all aspects of their daily work routine.
• Maintain the Firm Partner’s calendars, including scheduling meetings, appointments, speaking engagements, and travel (may include domestic and international) arrangements. Exercise discretion in committing time and evaluating needs.
• Serve as a liaison between the Firm Partners, HDLA staff and the public. This includes receiving and screening the Firm Partner’s phone calls and visitors, answering various questions, taking messages, and directing calls appropriately.
• Determine priority of matters of attention for the Firm Partners; redirect matters to staff to handle, or handle matters personally, as appropriate.
• Keep the Firm Partners advised of time-sensitive and priority issues, ensuring appropriate follow-up.
• Maintain e-mail and other address directories.
• Compose and prepare letters relating to routine correspondence for the Firm Partner’s signature.
• Schedule departmental meetings; assist in the preparation and distribution of meeting agendas and materials.
• Prepare, reconcile, and submit expense reports.
• Maintain paper and electronic filing systems.
• Maintain confidential and sensitive information.
• Attend meetings and take notes of discussion; prepare the initial draft of minutes and summaries.
• Other additional and/or alternative duties as assigned from time to time, including supporting other senior leadership as needed.

Skills Required

• Experience in an administrative role reporting directly to upper management
• Excellent written and verbal communication skills
• Strong time-management skills and an ability to organize and coordinate multiple concurrent projects
• Proficiency with office productivity tools and an aptitude for learning new software and systems
• Ability to maintain confidentiality of information related to the company and its employees
• Experience in overseeing budgets and expenses
• Experience in developing internal processes and filing systems

Education Requirements

Business degree is preferred but not required.

HDLA offers a competitive salary commensurate with experience.

Interested candidates should send a resume and cover letter in PDF format to Chris Mantle at cmantle@hodgsondouglas.com.

Job Type: Full-time

Pay: $50,000.00 - $65,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Health savings account
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Ability to Relocate:

• Nashville, TN 37206: Relocate before starting work (Required)

Work Location: In person