Executive Assistant

Executive Assistant| Nashville, Tennessee | Full-time, Employee

At Happenstance, we’re passionate about celebrating life’s moments that happen by chance and we’re looking for an Executive Assistant to bring more of these moments to life! The Executive Assistant role reports to the CEO & Director of Operations.

Position Title: Executive Assistant

Company:
Location: Nashville, Tennessee, with flexible schedule and hybrid remote/fieldwork/office environment
Position Type: Full-time, employee role
Compensation & Benefits: Compensation is negotiable and will depend on experience. Benefits include health insurance, PTO, flexible schedule, wellness and home office stipend

Position Summary: The Executive Assistant at Happenstance Whiskey is the “right-hand team member” to the CEO and will be responsible for keeping our CEO on track. We seek a highly organized and efficient Executive Assistant to provide comprehensive administrative support to our executive team at Happenstance Whiskey. The Executive Assistant will play a crucial role in facilitating the smooth operation of the company by assisting with various administrative tasks and ensuring effective communication and coordination between internal and external stakeholders. The ideal candidate will have exceptional organizational and multitasking skills, a strong attention to detail, and the ability to maintain confidentiality.

Key Roles & Responsibilities:

• Calendar Management: Manage and prioritize the executive's calendar, schedule appointments, meetings, and events, and proactively anticipate any conflicts or scheduling challenges.
• Travel Coordination: Make travel arrangements, including booking flights, accommodations, and transportation, and prepare detailed itineraries for business trips.
• Meeting Support: Coordinate and schedule meetings, provide research assistance, prepare meeting materials, agendas, and presentations, and take detailed meeting minutes when necessary.
• Communication Management: Handle incoming and outgoing communications, including emails, phone calls, and correspondence, and respond promptly and professionally to inquiries and requests.
• Document Management: Maintain and organize digital and physical files, records, and documents, ensuring easy accessibility and confidentiality.
• Administrative Support: Running errands around the Nashville area, customer service support to public email inquiries and Shopify customers, office supply orders and mailing services, data entry and management
• Assist with event planning, event logistics, and attend events as needed
• Other project and administrative assistance as needed
• Provide marketing and e-commerce admin support as needed to the marketing manager

Qualifications:

• Proven track record in an Executive Assistant role, preferably in a fast-paced environment
• Must live in Nashville, TN, or surrounding area
• Must be 21+ years of age and comply with all state and federal liquor laws
• Strong organizational skills with the ability to prioritize tasks, manage multiple deadlines, and handle pressure with composure
• Excellent written and verbal communication skills, including professional phone etiquette.
• Exceptional attention to detail and accuracy in all aspects of work
• Proficient in using Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Google Workspace, and other relevant software
• Discretion and ability to handle sensitive and confidential information
• Ability to work independently and collaboratively in a team environment
• Strong interpersonal skills and ability to build positive relationships with diverse individuals.
• Four-year degree in business, communications or related experience preferred but not required
• Must have reliable transportation, 15% travel anticipated in the Nashville and surrounding area
• Must work well in a fast-paced, growing company with high multitasking needs

Join our dynamic team at Happenstance Whiskey and be the lead support for our CEO and founder. Apply today to be part of our journey to deliver exceptional products to whiskey enthusiasts worldwide.

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Job Type: Full-time

Pay: $30,000.00 - $55,000.00 per year

Benefits:

• Flexible schedule
• Health insurance
• Professional development assistance

Schedule:

• Monday to Friday
• Weekends as needed

Work Location: Hybrid remote in Nashville, TN 37203