Administrative Assistant Nashville, TN

Overview

Fast Enterprises is a provider of essential software and services for citizens and government. In 1998, we changed the way government revenue agencies support their business with the introduction of GenTax. We have expanded beyond Tax and now also perform implementations for Motor Vehicle, Driver License, Unemployment Insurance, and Child Support Engagement agencies. Your FAST career has a meaningful and lasting social impact. FAST offers a collaborative in-office problem-solving environment.

Qualified candidates will join our teams in Nashville, Tennessee and work fully in-office supporting all 3 project sites in the area. The person selected for this position must be able to drive in a large city and have reliable transportation to move between the three locations.

Responsibilities

As an Administrative Assistant supporting multiple project sites, you will perform a variety of administrative tasks and activities for our teams located in Nashville, Tennessee. The ideal candidate will have corporate office administration experience and thrive in a fast-paced environment.

The Tennessee Administrative Assistant role goes beyond the standard FAST Administrative Assistant position due to its significant impact on project continuity and team effectiveness across three projects that support approximately 80 FAST team members. In addition to core administrative duties, this role ensures seamless coordination across multiple sites for meetings, onboarding/offboarding, training support, personnel processing documentation, vendor services, and day-to-day operations. This allows team members to focus on delivery rather than logistics.

By proactively managing competing priorities across locations, maintaining operational consistency, and supporting onboarding/offboarding, morale, and communication needs, this position directly contributes to a stable, well-functioning work environment, ultimately improving the quality of life for all team members. The scale, autonomy, and cross-site influence of this role set it apart from a standard, single-site administrative position.

General

• Assist and provide support for all office employees and make sure they have everything they need to do their jobs efficiently.
• Assist and provide support to the FAST Project Manager for administrative and other project-related tasks (e.g. scheduling meetings, taking meeting notes, compiling meeting minutes, etc.).
• Prepare for meetings and manage the Project Meeting calendar (e.g., minimize overlap for large attendance meetings, assist with preparing presentations, work with agency facilities to book conference or training rooms, set-up for meetings, etc.)
• Provide additional support to team members as needed, including testing and training coordinators (e.g., understand the software to work with data, help with topic management and publishing, assist in creation and editing of training documents, help prepare training materials for testers, monitor training labs, and other miscellaneous tasks).
• Act as the main contact for all vendors and payments (e.g., parking subscriptions, water subscriptions, etc.)
• Assist with relocation of new hires (e.g., provide housing suggestions, work on residency permits, access requests, creating and maintaining weekly guides of the best local listings for FASTies)
• Maintain contact with agency HR to assist with onboarding and offboarding FASTies (e.g., collect additional paperwork required by the agency for operation, maintain lists of FASTies that have completed paperwork requirements, etc.)

Office

• Maintain knowledge of office procedures and equipment.
• Order and maintain office supplies (e.g., coffee station supplies, standing desks for FASTies, cords for demos/orals, swag for client and FASTies, as permitted by the client)
• Ensure first aid kit is available as well as miscellaneous supplies.
• Stock items and maintain general cleanliness in common spaces throughout the office (e.g., break room(s); training room, meeting rooms, etc.).
• Maintain office phone list.

Mail

• Handle general mail pick up & drop off.
• Prepare FedEx shipments and arrange for pick up or drop off, including maintaining the FedEx mailing materials on site.

Special Events and Activities

• Provide urgent community communication when needed (e.g., extreme weather, traffic events, etc.)
• Coordinate and facilitate social outings and lunches as needed. For many events, this would include showing up prior to the event to ensure everything is ready, providing adequate directions for team members, organizing accommodations for special dietary restrictions, etc.
• Coordinate community service/volunteer opportunities (e.g., donations and volunteer days).
• Manage the budget for special events and activities.
• Promote events and encourage participation with creative design (Crafting skills are a bonus)
• General morale boosting (monthly birthday announcements, office treats for OT weeks, etc.)
• Maintain working knowledge of rules and regulations as related to purchases, client gifts, teambuilding activity liability, etc.

Qualifications

• Previous experience and proficiency with Google Suite and Microsoft Office products, including Word, Excel, and PowerPoint.

• Proficiency with Canva and Concur or other creative and reconciliation programs is a plus.

• Strong organizational skills to maintain order and ensure FASTies attend appointments and meet deadlines.

• Decision-making skills to work autonomously and manage specific tasks.

• Excellent written and verbal communication skills to uphold brand identity and professionalism.

• Strong collaboration skills to support personnel, management, and clients.

• Ability to multi-task independently.

• Ability to handle confidential information responsibly.

FAST Benefits

• Throughout your career, you will be rewarded through our merit-based pay structure, 401(k) matching program, and performance based bonuses.

• Our exceptional benefits package includes coverage for FASTies and their families. Health, dental, and vision insurance are 100% employer-paid, providing the peace of mind of top coverage without financial burden.

• Sabbatical program, known as the FAST Pause. This program provides you with a month of paid leave to pursue your passions and recharge in any way you would like.

• We provide paid parental leave.

• We provide paid holidays, as well as vacation and sick time.

• Bonus time compensation values your work and efforts.

• Our gift matching program matches annual volunteer hours or monetary donations.

• Team-building activities are offered throughout the year.

• Make a difference by driving meaningful and positive change in government agencies.

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FAST is an equal opportunity employer.

Voluntary Self-Identification Information is requested for U.S. applicants during the application process.

Salary to be determined by the education, experience, knowledge, skills, abilities, and location of the applicant.

Fast Enterprises is committed to the full inclusion of all qualified individuals. As part of this commitment, Fast Enterprises will ensure that persons with disabilities are provided reasonable accommodations for the hiring process. If reasonable accommodation is needed, please contact recruiting@fastenterprises.com.

Pay Range

USD $50,000.00 - USD $55,000.00 /Yr.