Executive Administrative Assistant

Executive Assistant

Electrofy Agency | Nashville, TN (Hybrid)

Start Date: Between January and February 2026 based on Available Start Date

Employment Type: Full-time W-2

Schedule: Standard business hours with flexibility; occasional evenings/weekends for events

About Electrofy Agency

Founder by Tally Bevis, Electrofy is a purpose-driven marketing, PR, and events agency operating across the US and UK. We work across luxury e-commerce, influencer marketing, technology, nonprofit and for-profit organizations, and high-end experiential events .

As we scale, we are seeking a Nashville-based Executive Assistant to support the founder and help keep the agency operating smoothly. This role blends executive support, client coordination, contractor and intern management, systems-building, travel planning, and occasional personal support , ideal for someone with strong judgment, discretion, and initiative.

The Role

This is a high-trust, founder-facing role . You will serve as a key support partner to the founder while also helping manage the flow of information, tasks, and people across the agency. You must be comfortable acting independently, maintaining confidentiality, and handling both professional and occasional personal requests with professionalism and sound judgment.

Scope of Work & Responsibilities - Executive & Founder Support

• Manage the founder’s inbox with discretion, prioritization, and strong judgment
• Coordinate complex calendars across clients, partners, and internal teams
• Draft, organize, and track communications, proposals, and internal documents
• Support general founder needs, including occasional errands and personal requests related to scheduling, logistics, or coordination
• Anticipate needs and proactively resolve issues before escalation

Travel Planning & Logistics

• Coordinate professional travel for the founder and team, including flights, lodging, ground transportation, and itineraries
• Support occasional personal travel planning for the founder when requested
• Manage travel logistics for events, shoots, conferences, and off-sites
• Track travel details, confirmations, and changes to ensure smooth execution

Client Inbox & Contractor Deadline Oversight

• Oversee shared client inboxes to ensure timely responses and follow-ups
• Triage incoming client requests and route tasks appropriately
• Track client-facing deadlines and deliverables
• Hold contractors accountable to timelines and task completion
• Proactively flag risks, delays, or issues to the founder

Operations, Systems & SOP Support

• Help refine, document, and implement standard operating procedures (SOPs)
• Support the development of repeatable systems for internal workflows, client onboarding, project management, events, and reporting
• Identify inefficiencies and recommend improvements to tools and processes
• Maintain organized internal documentation

Contractor & Internship Management

• Manage contractor communications, schedules, and task assignments
• Support onboarding and offboarding of contractors
• Coordinate internship schedules, onboarding, and expectations
• Assign and track intern tasks and projects
• Support feedback and professional development in collaboration with the founder

Proposals, Sales & Client Support

• Draft and refine client proposals, scopes of work, and follow-up materials
• Prepare briefs, agendas, and notes for discovery and sales calls
• Join calls with potential clients when needed to support organization, follow-up, and next steps
• Track inbound leads, referrals, proposal status, and next actions
• Support light sales enablement and client handoff processes

Marketing & Content Support (As Needed)

• Support light marketing coordination and content-related tasks
• Assist with basic content creation or edits for internal or event-related use
• Create or update simple assets for events, team coordination, or client-facing needs
• Collaborate with creative contractors while maintaining brand consistency

Events, Shoots & On-Site Support

• Assist with logistics for high-end events, brand shoots, and client activations
• Coordinate vendors, schedules, and on-site needs
• Provide on-site support as required, including occasional evenings or weekends

Who You Are

• Exceptionally organized with strong attention to detail
• High emotional intelligence, discretion, and sound judgment
• Calm under pressure and firm when needed
• Comfortable receiving direct, constructive feedback
• Clear, confident communicator (written and verbal)
• Proactive, resourceful, and able to act without constant direction
• Comfortable supporting both professional and occasional personal tasks
• Trustworthy, adaptable, and solutions-oriented

Qualifications

• Nashville-based (required)
• Experience in executive support, administration, agency, startup, or client-facing roles preferred
• Sales or client-facing experience is a plus
• Some marketing or content creation experience is a plus
• Familiarity with tools such as Google Workspace, Canva, Google Slides, Notion, ClickUp, Asana , or similar tools is helpful
• College degree not required, but appreciated if relevant
• Must not be enrolled in full-time coursework ; this role requires full-time availability (Open to a Graduating Senior if graduating in May 2026)

Compensation & Benefits

• Full-time W-2 employment
• $38,000–$42,000 annual salary range (based on experience)
• 6-month performance review with opportunity for compensation increase
• Two weeks of paid vacation , earned as follows:
• 1 week after 3 months
• 1 additional week after 6 months
• Paid U.S. federal holidays , in addition to vacation time
• Direct access to founder
• Membership to Switchyards included
• Expense reimbursements for events, shoots, on-sites, and approved travel

Application Requirements

To be considered, please submit:

1. Resume with relevant job(s), internship(s), skills, involvement, etc.
2. Two relevant professional references and a sentence on what you think each would say is your greatest strength.
3. An up to 2-minute video explaining why you are a strong fit for this role and what excites you about working at Electrofy emailed to info@electrofyagency.com and in the Subject Line tell us your that one song you have on repeat right now. i.e. "Tally Bevis App Video - Father Figure by Taylor Swift"

We're excited to hear from you! @electrofyagency