Administrative Assistant Job at Robert Half (Nashville)

Administrative Assistant

Robert Half

Location:
United States , Nashville

Category:
Office Administration

Contract Type:
Not provided

Salary:

Not provided

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Job Description:

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.

Job Responsibility:

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
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
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
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

Requirements:

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
High school diploma or equivalent required
Degree not required
experience‑based candidates encouraged to apply
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
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

What we offer:

medical
vision
dental
life and disability insurance
eligible to enroll in our company 401(k) plan

Additional Information:

Job Posted:
April 19, 2026

Employment Type:

Fulltime

Work Type:

Hybrid work

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