Executive Assistant

Job Title: Executive Assistant & Strategic Partner to the CEO
Location: Hybrid / Nashville /Tracy
Reports to: Chief Executive Officer

About Us

Guardian Fire Services is a rapidly growing company dedicated to safeguarding lives and property. As we continue to expand, we’re committed to creating a supportive, inclusive, and innovative workplace where talent thrives. We’re looking for an experienced Executive Assistant who can create organization and support at a high level.

This is not a typical administrative role — it’s a high-trust, high-impact position for a proven professional who thrives at the intersection of operations, strategy, and execution. As Executive Assistant & Strategic Partner to the CEO, you will be the right hand to the organization’s top leader, ensuring their time, energy, and focus are invested where they have the greatest impact.

You will anticipate needs before they arise, act as a gatekeeper and problem-solver, and manage mission-critical projects that keep the company moving forward. This role demands impeccable judgment, an ability to navigate complexity, and the confidence to engage with board members, executives, and key external partners on the CEO’s behalf.

Core Responsibilities

1. Executive Partner & Calendar Strategist

• Proactively manage the CEO’s priorities, calendar, and commitments to ensure maximum impact.
• Anticipate upcoming needs, challenges, and opportunities to prepare the CEO for success.
• Serve as the first point of contact for communications, making decisions on what requires the CEO’s direct attention.

2. Communication & Stakeholder Management

• Draft and refine executive communications, including presentations, board materials, and high-stakes correspondence.
• Coordinate and facilitate meetings with internal leaders, investors, clients, and key partners.
• Represent the CEO with professionalism, discretion, and authority.

3. Project Leadership & Follow-Through

• Drive follow-up on strategic initiatives, ensuring commitments are tracked and executed.
• Manage special projects that require cross-functional collaboration.
• Identify process improvements that enhance CEO and company efficiency.

90-Day Success Goals

By the end of your first 30 days, you will:

• Fully understand the CEO’s priorities, working style, and key relationships.
• Establish a streamlined scheduling and communication system to protect the CEO’s time.
• Build strong relationships with direct reports, department heads, and key external partners.

By the end of your first 60 days, you will:

• Take full ownership of the CEO’s calendar and inbox, anticipating needs and adjusting priorities proactively.
• Implement at least one process improvement that increases executive efficiency.
• Successfully coordinate and execute a major meeting, event, or board-related deliverable with minimal supervision.

By the end of your first 90 days, you will:

• Operate as a trusted strategic partner, with the CEO relying on your judgment in prioritization and decision-making.
• Manage multiple ongoing projects with measurable outcomes, ensuring follow-through and accountability across teams.
• Have established a proactive rhythm that keeps the CEO consistently prepared, focused, and operating at peak effectiveness.

Qualifications & Experience

• Experience: 2+ years supporting a CEO, founder, or senior executive in a high-growth or complex organization.
• College- Bachelors degree
• Track Record: Proven ability to handle confidential matters with discretion and integrity.
• Skills:
• Executive-level communication and writing skills.
• Mastery of calendar and workflow management in complex environments.
• Strong understanding of business operations and organizational dynamics.
• Proficiency in Microsoft Office Suite, Google Workspace, and productivity/project management tools.

Key Attributes

• Strategic thinker who can see the big picture while managing details flawlessly.
• Proactive problem-solver who takes initiative without waiting for direction.
• Calm under pressure with the ability to pivot quickly in a fast-changing environment.
• Relationship builder with strong interpersonal skills and executive presence.

Cultural Fit

We move fast, think strategically, and expect excellence at every level. The right candidate will:

• Thrive in a high-energy, high-expectation environment.
• Enjoy being “always a step ahead” — anticipating needs before they surface.
• Be comfortable making independent decisions while knowing when to escalate.
• Embrace change and adapt quickly without losing focus.
• Take pride in work quality and presentation, knowing that details reflect on the CEO and the company.
• Approach every task — from high-level strategy to small details — with equal dedication and care.

Why You’ll Love Working Here

At Guardian Fire Services, we value innovation and collaboration. Here’s what we offer:

• Competitive Pay: $83k - $102k, based on experience.

• Comprehensive Benefits: Health, dental, vision, and life insurance options.

• Future Savings: A 401(k) plan with employer match.

• Professional Growth: Opportunities for leadership and career advancement.

• Work-Life Balance: Generous PTO and paid holidays.

We Value All Experiences

We understand that no candidate is perfectly qualified for any job. Experience comes in different forms; many skills are transferable, and passion goes a long way. Even more important than your resume is a clear demonstration of dedication, impact, and the ability to thrive in a fluid and collaborative environment. We want you to learn new things in this role and encourage you to apply if your experience is close to what we’re looking for.

We also know that diversity of background and thought makes for better problem-solving and more creative thinking, so we’re dedicated to adding new perspectives to the team.

Our Commitment to Diversity

Guardian Fire Services is an equal opportunity employer. All qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.

Guardian Fire Services is committed to an inclusive experience for all applicants and will endeavor to make reasonable accommodations in the interview process, to the known physical or mental limitations of qualified employees with disabilities unless the accommodation would impose an undue hardship on the operation of our business.

How to Apply

If you’re ready to take the lead in shaping HR systems and processes in a growing company, we’d love to hear from you. Apply now to join Guardian Fire Services and make an impact!