Senior Administrative Assistant

Company / Location Information

A.O. Smith is a global leader applying innovative technologies and energy-efficient solutions to products manufactured and marketed worldwide. The company is one of the world’s leading manufacturers of residential and commercial water heating equipment and boilers, as well as a manufacturer of water treatment products for residential and light commercial applications. A. O. Smith is headquartered in Milwaukee, Wisconsin, with approximately 12,000 employees at operations in the United States, Canada, China, India, Mexico, the Netherlands, and the United Kingdom.

Primary Function

Reporting to the Chief Digital Information Officer, the Administrative Assistant will provide executive-level support to the CDIO and IT Senior Leaders team based at Nashville Metro corporate site. This role will require frequent use of business software applications to prepare correspondence, reports, agendas, and spreadsheets. With the highest degree of confidentiality, this position will manage executive and senior leadership team calendars, schedule meetings, direct incoming calls, and monitor email activity, as assigned. The Administrative Assistant will arrange business travel, coordinate off-site meetings and track expenses for seamless logistics support. This position will maintain executive financial expense reporting and approvals for accurate and timely department budget tracking. This role requires exceptional communication, and organizational skills, with the ability to navigate complex priorities and support senior leaders with professionalism.

Responsibilities

• Own, manage, and optimize executive and senior leader calendars, including scheduling meetings, resolving conflicts, and coordinating with internal and external stakeholders.
• Track, organize, and submit expense reports accurately and on schedule; coordinate with Finance as needed.
• Arrange details for internal business meetings, including logistics, room reservations, agendas, presentations, and catering.
• Coordinate all business travel arrangements, including transportation, lodging, and related logistics.
• Gather, compile, and verify information accurately for inclusion in reports, presentations, spreadsheets, and forms.
• Develop, update, and maintain files, records, and departmental documents; ensure confidentiality of sensitive information.
• Respond to, or redirect, routine inquiries from internal or external sources to ensure timely and accurate communication.
• Exercise discretion, sound judgment, and the ability to handle sensitive or confidential matters professionally.
• Utilize Microsoft Office applications (Outlook, Excel, PowerPoint, Word) to prepare, edit, or format reports, presentations, and other materials.
• Coordinate small departmental administrative projects as assigned.
• Support office management tasks such as submitting building service tickets and tracking them through completion, arranging maintenance for office equipment (including coffee machines), and local office supplies or team lunches.

Qualifications

• Associates degree required
• Minimum 5 years realted work experience
• Excellent communication and customer service skills
• PC literacy and an aptitude for database management (strong knowledge and skill in Access, Word, Excel, PowerPoint to include graphics animation)
• Ability to work well with all levels of management, staff as well as outside customers
• Sensitivity to confidential matters
• Reporting and analytical skills very helpful

Additional Qualifications

• Experience coordinating schedules, managing complex calendars, and supporting executive‑level personnel.
• Experience managing expense reports and related administrative processes, preferably in SAP Concur.
• Excellent communication and customer service skills.
• Strong organizational skills with the ability to manage shifting priorities and multiple deadlines.
• Proficiency in Microsoft Office Suite (Outlook, Excel, PowerPoint, Word).
• Ability to work effectively with all levels of leadership, staff, and external partners.
• Strong attention to detail, discretion, and judgment in handling confidential information

We Offer

Competitive compensation package and comprehensive benefits plans which include medical and dental insurance, company-sponsored life insurance, retirement security savings plan, short- and long-term disability programs and tuition assistance.

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ADA Statement & EEO Statement

In developing this job description care was taken to include all competencies needed to successfully perform in this position. However, for Americans with Disabilities Act (ADA) purposes, the essential functions of the job may or may not have been described for purposes of ADA reasonable accommodation. All reasonable accommodation requests will be reviewed and evaluated on a case-by-case basis.

We consider all applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, gender identity and expression, marital or military status. We also provide reasonable accommodations to qualified individuals with disabilities in accordance with the Americans with Disabilities Act and applicable state and local law.