Office and Project Administrator

Nashville, TN. October 2019

Position Summary / Primary Purpose:

The Office Manager supervises the day to day operations and project support of the organization. The Office Manager will work independently to directly support the General Manager to ensure success of his or her initiatives. The position will work to support operational activities by coordinating efforts, communications and activities.


Works independently and maintains a position of high visibility interacting on behalf of the General Manager as directed.

Sets agenda for and leads department meetings to ensure effective communication of department issues.

Collects information related various project status to ensure that deadlines are being met.

Serve a key role in document management in preparation and facilitation.

Tracks PTO requests of staff members.

Standardize deliverables and internal communications.

Assist the General Manager in managing employee resources from a general administrative perspective across projects.

Appropriately escalate to the General Manager risks or issues that arise.

Support team collaboration, communication, and coordination.

Facilitate meetings to develop and manage project execution to plans.

Deliver engaging, informative, well-organized presentations.

Serves as the General Manager’s administrative liaison to the Board of Directors (BOD).

Coordinates logistics for calls and meetings including registrations, and sorts and filters requests for time. Facilitates communications between the General Manager an internal/external partnerships.

Assists the General Manager in preparing for meetings by putting together packets, presentations or other relevant information.

Preparing meeting documents, setting up meeting room, and coordinating food and beverage.

Exercises independent judgment in relieving the General Manager of administrative details.

Assesses and routes phone calls and correspondence, answers questions, follows up on information requests, develops and maintains a filing system for Senior Leaders including confidential files, locates records, researches and provides information on subjects as required, prepares reports, prepares reimbursement forms, maintains General Manger’s secure record of logins/passwords and contact list of phone numbers/addresses, programs.

Makes travel arrangements for the Senior Leadership team.

Organizes vendor contracts for signature, and assures they are scanned and filed on the file server.

Performs and/or manages special projects as directed by the General Manager

Works with outside clients and vendors, serves as primary contact for specific vendors, conducts research, and coordinates proposals in support of Circle Media operations.

Greets and directs visitors.

Maintain knowledge of CM policies, procedures, and software.

Participate in staff meetings and pertinent conferences and meetings.

Perform other tasks and duties as identified by the General Manager.

Desired Skills & Experience

BA in Business or related field preferred

Minimum 5 years’ experience in similar roles preferred

Experience with all Microsoft Programs preferred

Basic understanding of digital media platforms, web, app, streaming and connected devices preferred

Meticulous attention to detail

Proven ability to manage multiple projects in varying stages of development

Exceptional verbal and written communication skills, including the ability to communicate across all levels in the organization.

Sterling values and personal integrity.

Strong project management skills; process-oriented, organized and detailed.

Demonstrated problem-solving skills, including assessing situations, evaluating options and delivering clear, data-driven recommendations.

Driven self-starter who is comfortable working both independently and collaboratively in a fast-paced environment.

Some travel may be required.


To apply for this positions please send a cover letter and resume along with which positions you are applying for.

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