Executive Administrative Assistant in Birmingham, AL at Books-A-Million, Inc.

Date Posted: 3/16/2023

Job Snapshot

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  • Experience:
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  • Date Posted:

Job Description

Founded in 1917 as a street corner newsstand in Florence, Alabama, Books-A-Million, Inc. has grown to become the premier book retailing chain in the Southeastern United States, and one of the nation's largest book retailers. Based in Birmingham, Alabama, the company currently operates more than 200 stores in 31 states and the District of Columbia.

We are seeking an Executive Administrative Assistant to provide best in class support. In this role you will have the ability to work cross functionally at all levels as you connect with others within the company. This is a fast-paced position that requires you to be flexible, proactive, resourceful, and efficient, with a high level of professionalism and confidentiality.



  • Responsible for scheduling and managing executive calendars including prioritizing and resolving related conflicts, proactively scheduling important meetings with internal and external individuals, and maintaining an organized office.
  • Organizes and coordinates travel and related requirements to include travel authorizations, flight tickets, hotel bookings, visas, airport transfers, expense reports; ensures that all travel arrangements are compliant with the Company’s Travel Policy.

  • Provides support in arranging meetings including coordinating the agenda, collaboration of presentations/information, handling logistics, such as conference registrations, room reservations (internal and external), and local travel. Also, provides hospitality for Senior Management or guests of the department which may include planning, arranging, and confirming all local logistics support.

  • Performs general clerical duties including but not limited to scanning, copying, faxing, filing, and data entry; collects and opens mail; completes various forms, including purchase requisitions, shipping requests, travel expense reports, requests for payment, consultancy agreements.

  • Performs other duties as required and/or assigned.


Job Requirements

Education and/or Experience:

  • College degree or a minimum of 5-7 years related experience and/or training; or equivalent combination of education and experience.
  • Minimum of 5 years of experience in a high-level support role preferred

Qualifications & Requirements

  • Proficiency in MS Office, including Word, Excel, PowerPoint, Teams, and Outlook. 
  • Strong attention to detail, interpersonal, and communication skills including spelling and grammar
  • Must have excellent problem solving, organizational and independent thinking skills to ensure timely and accurate completion of work
  • Ability to manage multiple projects simultaneously and meet deadlines
  • Experience scheduling travel arrangements and schedules for management
  • Ability to handle sensitive/confidential information requiring a high level of discretion; analyze problems and suggest solutions
  • Must possess proven ability to be a resourceful problem-solver
  • Exercise good judgement and discernment
  • Anticipate manager and departmental needs

Physical and Environmental Requirements

  • Must be able to sit at a computer or desk for extended periods of time.
  • Must be able to use hands/arms to operate keyboard, telephone and for repetitive motion activities.
  • Must be able to lift objects up to 25 lbs. with or without assistance.
  • Must be able to communicate using speech, sight, and sound with or without assistive device.
  • Must be able to stand, walk, stoop or crouch while performing daily activities of the job.


This hybrid home/office position is based at corporate headquarters in Birmingham, Alabama.




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