Executive Assistant
SafeSpace Global Corporation (SSGC), Nashville, TN, United States
Executive Assistant & Office Manager
Reports To: Dustin Hillis, President & CSO
Location: Nashville, Tennessee — On-Site, Full-Time
Key Responsibilities
Executive Support — Dustin Hillis
Proactively manage and protect Dustin’s calendar ensuring zero conflicts and maximum strategic use of time
Monitor, triage, and respond to Dustin’s email inbox on his behalf; draft correspondence, follow‑up communications, and executive memos
Coordinate all domestic and international travel logistics, including complex itineraries, flights, hotels, ground transportation, and visa support
Prepare briefing documents, meeting agendas, investor materials, and presentation support ahead of key meetings
Manage expenses and reconcile receipts in a timely and accurate manner
Track action items and follow‑ups from executive meetings, ensuring accountability and timely delivery
Handle confidential information with absolute discretion and professionalism
Event Planning & Coordination
Plan and execute investor update events, client appreciation gatherings, team offsites, board‑level meetings, and company milestone events
Coordinate logistics for Dustin’s speaking engagements including venue liaisons, A/V setup, travel support, and attendee management
Manage vendor relationships (venues, caterers, AV providers, transportation) and negotiate contracts as needed
Build and maintain event checklists, timelines, and post‑event follow‑up processes
Front Desk & Office Administration
Serve as the first point of contact for the Nashville office — welcoming all visitors, investors, clients, and team members
Manage incoming calls, route inquiries appropriately, and maintain the professional presentation of the office
Oversee office supply inventory, vendor accounts, and facility management for the Nashville location
Support onboarding logistics for new team members
Maintain organized digital and physical filing systems for executive documents, contracts, and records
Coordinate conference room scheduling, A/V setup, and visitor logistics for in‑office meetings
Qualifications & Competencies
Required
3+ years of executive assistant, office management, or similar administrative experience supporting senior leaders
Experience managing complex executive calendars across multiple organizations or time zones
Experience booking and managing international travel (multi‑city, multi‑country itineraries)
Excellent written and verbal communication skills — drafting correspondence on behalf of a published author and keynote speaker
Proficiency in Google Workspace (Gmail, Calendar, Drive, Docs) and/or Microsoft 365 (Outlook, Teams, Word, Excel, PowerPoint)
Proven ability to handle sensitive and confidential information with unwavering discretion
High emotional intelligence and professional presence — representing a public company and its executive leadership
Ability to multitask, re‑prioritize quickly, and remain calm under pressure in a fast‑moving entrepreneurial environment
Preferred
Experience supporting a publicly traded company, startup, or venture portfolio
Background in event planning or corporate events coordination
Experience with investor relations support or board‑level meeting preparation
Familiarity with CRM tools, project management software (Asana, Notion, Monday.com), or travel management platforms
Experience supporting international operations, particularly teams in India
Alignment with faith‑based, values‑driven leadership culture
Compensation & Benefits
Base Salary: $70,000 – $80,000 per year
Performance Bonus: 5–10% of base salary, tied to KPIs
Health Insurance: Medical, Dental, Vision coverage
Paid Time Off: 15 days PTO + 10 company holidays
Professional Development: $500–$1,000 annual allowance
Technology: Laptop or computer provided
Equity / Options: Stock options in SSGC (discretionary; competitive for a public company)
Total Estimated Compensation: $78,000 – $92,000+ (base + bonus + benefits)
What Success Looks Like in This Role
Dustin’s calendar is protected, organized, and conflict‑free — he never misses a meeting or shows up unprepared
Travel is booked efficiently, accurately, and with zero logistical surprises for the team
Every visitor to the Nashville office leaves with a positive, professional impression of the company and its leadership
Investor events, speaking engagements, and team gatherings are executed flawlessly and on time
Dustin’s inbox is managed proactively, and communications are professional, on‑brand, and timely
You operate as a trusted extension of Dustin’s professional identity — someone he can confidently delegate to, knowing it will be done right
Culture & Values Alignment
SafeSpace Global Corporation and its leadership operate from a clear set of values: faith, integrity, excellence, and mission. The ideal candidate shares a commitment to working hard and doing things right, embraces a servant‑leadership mindset, and brings genuine care and warmth to every interaction. You will be part of a growing team that believes technology can literally save lives — and your work behind the scenes makes that mission possible.
#J-18808-Ljbffr
Reports To: Dustin Hillis, President & CSO
Location: Nashville, Tennessee — On-Site, Full-Time
Key Responsibilities
Executive Support — Dustin Hillis
Proactively manage and protect Dustin’s calendar ensuring zero conflicts and maximum strategic use of time
Monitor, triage, and respond to Dustin’s email inbox on his behalf; draft correspondence, follow‑up communications, and executive memos
Coordinate all domestic and international travel logistics, including complex itineraries, flights, hotels, ground transportation, and visa support
Prepare briefing documents, meeting agendas, investor materials, and presentation support ahead of key meetings
Manage expenses and reconcile receipts in a timely and accurate manner
Track action items and follow‑ups from executive meetings, ensuring accountability and timely delivery
Handle confidential information with absolute discretion and professionalism
Event Planning & Coordination
Plan and execute investor update events, client appreciation gatherings, team offsites, board‑level meetings, and company milestone events
Coordinate logistics for Dustin’s speaking engagements including venue liaisons, A/V setup, travel support, and attendee management
Manage vendor relationships (venues, caterers, AV providers, transportation) and negotiate contracts as needed
Build and maintain event checklists, timelines, and post‑event follow‑up processes
Front Desk & Office Administration
Serve as the first point of contact for the Nashville office — welcoming all visitors, investors, clients, and team members
Manage incoming calls, route inquiries appropriately, and maintain the professional presentation of the office
Oversee office supply inventory, vendor accounts, and facility management for the Nashville location
Support onboarding logistics for new team members
Maintain organized digital and physical filing systems for executive documents, contracts, and records
Coordinate conference room scheduling, A/V setup, and visitor logistics for in‑office meetings
Qualifications & Competencies
Required
3+ years of executive assistant, office management, or similar administrative experience supporting senior leaders
Experience managing complex executive calendars across multiple organizations or time zones
Experience booking and managing international travel (multi‑city, multi‑country itineraries)
Excellent written and verbal communication skills — drafting correspondence on behalf of a published author and keynote speaker
Proficiency in Google Workspace (Gmail, Calendar, Drive, Docs) and/or Microsoft 365 (Outlook, Teams, Word, Excel, PowerPoint)
Proven ability to handle sensitive and confidential information with unwavering discretion
High emotional intelligence and professional presence — representing a public company and its executive leadership
Ability to multitask, re‑prioritize quickly, and remain calm under pressure in a fast‑moving entrepreneurial environment
Preferred
Experience supporting a publicly traded company, startup, or venture portfolio
Background in event planning or corporate events coordination
Experience with investor relations support or board‑level meeting preparation
Familiarity with CRM tools, project management software (Asana, Notion, Monday.com), or travel management platforms
Experience supporting international operations, particularly teams in India
Alignment with faith‑based, values‑driven leadership culture
Compensation & Benefits
Base Salary: $70,000 – $80,000 per year
Performance Bonus: 5–10% of base salary, tied to KPIs
Health Insurance: Medical, Dental, Vision coverage
Paid Time Off: 15 days PTO + 10 company holidays
Professional Development: $500–$1,000 annual allowance
Technology: Laptop or computer provided
Equity / Options: Stock options in SSGC (discretionary; competitive for a public company)
Total Estimated Compensation: $78,000 – $92,000+ (base + bonus + benefits)
What Success Looks Like in This Role
Dustin’s calendar is protected, organized, and conflict‑free — he never misses a meeting or shows up unprepared
Travel is booked efficiently, accurately, and with zero logistical surprises for the team
Every visitor to the Nashville office leaves with a positive, professional impression of the company and its leadership
Investor events, speaking engagements, and team gatherings are executed flawlessly and on time
Dustin’s inbox is managed proactively, and communications are professional, on‑brand, and timely
You operate as a trusted extension of Dustin’s professional identity — someone he can confidently delegate to, knowing it will be done right
Culture & Values Alignment
SafeSpace Global Corporation and its leadership operate from a clear set of values: faith, integrity, excellence, and mission. The ideal candidate shares a commitment to working hard and doing things right, embraces a servant‑leadership mindset, and brings genuine care and warmth to every interaction. You will be part of a growing team that believes technology can literally save lives — and your work behind the scenes makes that mission possible.
#J-18808-Ljbffr