Executive Assistant

Role Purpose

The Executive Assistant (EA) is the ultimate operational anchor, strategic gatekeeper, and trusted extension of their Partner/Executive. In a high-velocity professional services firm, a partner’s time is a valuable, finite asset. This role serves as a highly adaptable operational engine that customizes its support to the Partner’s unique working style and strategic goals—acting seamlessly on their behalf to maximize capacity and optimize daily workflows.

While this role is deeply embedded with and primarily supports one Partner, it is intentionally designed to extend beyond a traditional one-to-one EA model. As part of Oxeon’s centralized EA team, this person operates with a “Partner +” mindset: owning the day-to-day support that enables a Partner to be more effective, while also taking on broader responsibilities that strengthen the firm’s operating rhythm.

Through ruthless calendar prioritization, management of critical communication channels, cross-functional data hygiene, partnership with fellow EAs, cross-office coverage, and office management support, this role directly protects leadership capacity and contributes to the scalability and effectiveness of the broader Oxeon platform.

Reporting & Team Structure

• Role Title: Executive Assistant
• Role Level: Specialist Support (Grade 5)
• Reports To: Executive Assistant to the CEO; dotted line to Partner
• Role Type: Full-Time, Individual Contributor (No direct reports; must be comfortable executing 100% of tasks hands-on)
• Key Partners: Dedicated Partner, Centralized EA Team, Search Operations, Knowledge Management (KM) Team, and External Clients/Candidates

Core Responsibilities & Accountabilities

• Calendar & Scheduling Operations
• Complex Coordination: Own the end-to-end architecture of high-priority internal and external calendars, navigating rapid scheduling shifts and competing demands.
• Strategic Gatekeeping: Proactively manage calendar requests to safeguard the Partner's strategic focus blocks, adapting fluidly to the Partner's evolving daily needs and goals.
• Process Efficiency: Continually streamline scheduling workflows to reduce turnaround times, maintaining a high-touch, polished experience for clients and candidates.
• Communication Management
• Priority Correspondence: Oversee, filter, and manage priority correspondence across Google Workspace and Slack to ensure swift responsiveness and Partner visibility.
• Stakeholder Alignment: Act as a central communication bridge, partnering closely with internal search and KM teams to continuously realign and clarify priorities for the Partner's time.
• Project Management & Partner Optimization
• CRM Mastery (RecruiterFlow): Rapidly learn, navigate, and own data hygiene within RecruiterFlow. Actively update pipelines, log interactions, and mine the CRM for critical candidate, contact, and deal data.
• Meeting Prep & BD Support: Conduct proactive business development tracking and meeting preparation, ensuring the Partner is fully briefed with relevant context ahead of external touchpoints.
• Internal Coordination & Centralized Team Collaboration
• Partner Alignment: Drive seamless alignment through regular 1:1 check-ins with the Nashville Partner, ensuring complete synchronization on short- and long-term goals.
• Centralized EA Cohesion: Actively participate in Oxeon’s centralized EA team. Collaborate cross-functionally to leverage collective experience, provide seamless out-of-office coverage for peers, and assist with local Nashville office management support.
• Event & Admin Support
• Logistics & Expense Execution: Manage end-to-end coordination for events, travel logistics, and admin support. Leverage tools like Rippling to flawlessly process expense reports and administrative updates.

Key Performance Indicators (KPIs) & Success Metrics

• Calendar Optimization (Critical): Zero high-priority calendar conflicts; maintaining designated strategic focus blocks aligned with the Partner's weekly goals.
• CRM Data Integrity: Flawless, real-time entry and mining accuracy within RecruiterFlow, ensuring zero lag in pipeline visibility or contact tracking.
• Team Utility & Coverage: Active participation in the centralized EA ecosystem, measured by seamless out-of-office coverage execution and positive cross-functional collaboration.
• Operational Accuracy: Zero major errors in expense processing via Rippling or event logistics, ensuring compliance with internal timelines.

Ideal Candidate Profile & Mindset

The "Builder-Doer" Mindset: This role is not an oversight or reactive administrative position. Because Oxeon operates a lean team, the selected candidate must love "getting their hands dirty" in the daily grit of complex calendar Tetris, rapid CRM data mining, and proactive task execution. Success in this role requires a highly adaptable mindset—someone who thrives on learning a partner's preferences so deeply that they can anticipate needs before they are articulated, taking personal satisfaction in keeping a fast-moving executive practice operating flawlessly.

Qualifications & Experience

• Experience: 5 to 7 years of progressive executive support experience, with a strong preference for individuals who have operated in a fast-paced professional services firm, agency, or consultancy.
• Technical Skills: Advanced proficiency in Google Workspace, Slack, and Rippling (for HRIS and expenses). Absolute requirement to rapidly learn, navigate, and master RecruiterFlow (CRM) for both data entry and data mining.
• Communication: Exceptional verbal and written communication skills—firm but highly professional, polished, and collaborative when interacting with high-profile external clients or cross-functional internal teams.

Salary Expectations

• Total cash compensation range (base + bonus): $97,350 - $126,500, depending on experience
• Base salary range: $88,500 - $115,000