Overview
Administrative Assistant Jobs in Nashville, TN at Robert Half
Title: Administrative Assistant
Company: Robert Half
Location: Nashville, TN
Position Summary
The Administrative Coordinator to the Chief Information Officer provides high‑level administrative and operational support to senior IT leadership, including the Chief Information Officer and Director of Information Security and Network Operations. This role serves as a central coordinator across executive support, IT procurement, budget tracking, records management, and division‑wide administrative functions.
This is a hands‑on coordinator role requiring strong organizational skills, the ability to manage competing priorities, and comfort navigating multiple systems. The ideal candidate is an independent worker who can take written and verbal direction and execute critical tasks with minimal supervision.
Key Responsibilities
Executive & Administrative Support
- Coordinate calendars, meetings, agendas, and division communications for IT leadership
- Schedule and prepare materials for meetings; capture and distribute notes and action items as needed
- Attend management meetings and provide follow‑up documentation
- Prepare and submit travel authorizations and expense documentation; coordinate travel arrangements
Procurement & Budget Support
- Coordinate all IT procurement activities, working closely with IT leadership
- Manage annual license renewals, vendor documentation, and vendor contacts
- Create and manage Purchase Orders from initiation through payment under leadership direction
- Maintain annual budget tracking spreadsheets used during budget planning with Accounting/CFO
Records Management
- Act as the designated Records Officer on behalf of the CIO
- Coordinate records communications with state authorities and records centers
- Partner with Legal to maintain and update Records Disposition Authorizations (RDAs)
- Track and inventory boxed records on site and schedule destruction in accordance with policy
Documentation & Coordination
- Maintain and update IT policies, procedures, and documentation
- Manage internal tracking spreadsheets and reports for leadership review
- Coordinate office supply purchasing and distribution
- Reconcile division payment card transactions
- Perform general administrative and project support duties as assigned
Work Environment & Schedule
- Hybrid role (typically 1 day per week in office; occasional additional onsite days as needed)
- 37.5‑hour workweek
- No routine overtime expected
Qualifications
Experience
- Minimum of 3 years of administrative experience in a professional office environment
- Prior experience supporting senior leadership or C‑suite executives strongly preferred
- Strong experience with purchasing and procurement processes preferred
Education
- High school diploma or equivalent required
- Degree not required; experience‑based candidates encouraged to apply
Technical Skills
- Strong proficiency in Microsoft Outlook, Word, Excel, and PowerPoint
- Microsoft certifications preferred but not required if proficiency can be demonstrated
- Comfortable learning and navigating multiple internal systems
Core Competencies
- Highly organized with strong attention to detail
- Able to manage multiple priorities and deadlines
- Independent self‑starter with strong follow‑through
- Professional discretion and ability to handle confidential information
- Strong written and verbal communication skills
Robert Half is the world’s first and largest specialized talent solutions firm that connects highly qualified job seekers to opportunities at great companies. We offer contract, temporary and permanent placement solutions for finance and accounting, technology, marketing and creative, legal, and administrative and customer support roles.
Robert Half works to put you in the best position to succeed. We provide access to top jobs, competitive compensation and benefits, and free online training. Stay on top of every opportunity – whenever you choose – even on the go. Download the Robert Half app and get 1-tap apply, notifications of AI-matched jobs, and much more.
All applicants applying for U.S. job openings must be legally authorized to work in the United States. Benefits are available to contract/temporary professionals, including medical, vision, dental, and life and disability insurance. Hired contract/temporary professionals are also eligible to enroll in our company 401(k) plan. Visit roberthalf.gobenefits.net for more information.
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