Receptionist/Administrative Assistant

Company: Blue Star Security Job Title: Administrative Assistant Reports To: Director, Operations Location: Nashville TN, On-Site Company Overview Blue Star Security is a premier security partner trusted by clients nationwide. We specialize in deploying elite off duty and retired law enforcement professionals to protect commercial sites, retail environments, residential communities, and corporate locations, along with dedicated executive protection services. With a reputation for unmatched professionalism, rapid response, and concierge level support, Blue Star delivers the confidence, safety, and peace of mind organizations rely on every day. Position Summary We are seeking a professional, organized, and proactive Receptionist/Administrative Assistant to support daily office operations and serve as the first point of contact for clients and callers. This role is essential to maintaining a welcoming office environment while providing high-level administrative and clerical support to core office personnel. The ideal candidate thrives in a fast-paced environment, anticipates needs, and can adapt to changing priorities while maintaining composure and professionalism. Essential Duties & ResponsibilitiesAnswer incoming calls, take messages, and route communications to appropriate personnel Greet clients and visitors and assist with last-minute client requests Ensure common areas (lobby, conference rooms, kitchen) are clean, stocked, and presentable Administrative Support Assist with entering daily work data into Deputy and maintaining office calendar Maintain and update job folder lists for administrative personnel Schedule appointments and meetings for administrative and executive staff Attend meetings as needed, take detailed notes, and distribute meeting minutes (including weekly minutes) Assist with managing the main office calendar and executive calendars Keep office supplies stocked, organized, and accessible Coordination & Logistics Arrange meetings and events on- and off-site, including catering and vendor coordination Make travel arrangements including airfare, hotel, and rental cars Conduct internet research as requested Maintain fleet fuel logs for administrative purposes Onboarding Support Assist with onboarding new employees, including: Creating login to time management application, Deputy Uploading documentation into Deputy Additional Duties Run occasional errands (post office, bank, etc.) Support ongoing projects related to company merger, including scanning and uploading employee personnel files for ADP • Provide general support to core administrative staff as needed Qualifications & ExperienceHigh school diploma or GED required; college degree preferred Authorized to work in the United States Ability to pass a background check Relevant administrative or office experience Proficiency in Microsoft Office (Word, Excel, Outlook) Strong organizational and communication skills A positive, professional attitude Ability to work independently and as part of a team Attention to detail and confidentiality Why You'll Love Working With Us At Blue Star Security, we are a community of driven professionals working together to make the world safer through technology and service. Here is what you can expect: Purpose Driven Work - Every role contributes to building smarter, more secure environments Growth Opportunities - Mentorship, cross functional projects, and career development Collaborative Culture - Open communication, respect, and team first thinking People First Values - Inclusive culture and generous employee support Benefits Include:Competitive compensation Health, Vision, Dental, and Life Insurance Employee Assistance Program FSA / HSA 401(k) with employer contribution Excellent Paid Time Off (24 days) Collaborative work environment (and great coffee!) Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel and talk or hear. The employee is frequently required to reach with hands and arms. The employee is occasionally required to stand, walk; climb or balance; stoop, kneel, crouch, or crawl and taste or smell. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. We are an Equal Opportunity Employer. All qualified applicants will receive consideration without regard to race, color, religion, sex (including pregnancy, sexual orientation, or gender identity), national origin, age, disability, genetic information, or any other protected status under applicable law.

Created: 2026-03-04