Executive Assistant

To be considered for this role, candidates must live in Louisville, KY or the surrounding area.

Position Summary:

The Executive Assistant to the CEO will provide high-level administrative support to the Chief Executive Officer, ensuring efficient operation of the executive office. This role involves managing schedules, coordinating meetings, handling correspondence, and acting as a liaison between the CEO and internal and external stakeholders. The ideal candidate will be highly organized, proactive, and capable of managing a diverse set of tasks with discretion and professionalism.

The Executive Assistant is a full-time, exempt position based in Louisville, KY.

Base Salary Range: $90,000 - $100,000 annually.

Specific Responsibilities:

Administrative Support:

·       Manage the CEO’s calendar, including scheduling meetings, appointments, and travel arrangements.

·       Prepare and organize materials for meetings, presentations, and reports.

·       Handle incoming and outgoing correspondence, including emails, phone calls, and mail.

·       Draft, proofread, and edit documents, letters, and presentations.

Meeting Coordination:

·       Coordinate and organize executive meetings, board meetings, and other high-level events.

·       Prepare agendas, take minutes, and ensure follow-up on action items.

·       Arrange logistics for meetings, including venue booking, catering, and equipment setup.

Communication and Liaison:

·       Serve as the primary point of contact between the CEO and internal/external stakeholders.

·       Screen and prioritize communication, ensuring the CEO is informed of important matters.

·       Foster positive relationships with employees, clients, partners, and board members.

Project Management:

·       Assist the CEO in managing special projects, including research, planning, and execution.

·       Monitor project progress and ensure deadlines are met.

·       Provide analytical support and prepare reports on project status.

Confidentiality and Discretion:

·       Handle sensitive and confidential information with the utmost discretion.

·       Maintain confidentiality in all aspects of the role.

Office Management:

·       Oversee the organization and maintenance of the executive office.

·       Ensure the CEO’s office is well-stocked and that administrative systems are efficient.

Skills:

·       Exceptional organizational and time-management skills.

·       Excellent verbal and written communication skills.

·       Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.

·       Strong attention to detail and problem-solving skills.

·       Ability to work independently and handle multiple tasks simultaneously.

·       Experience in a fast-paced, high-growth environment.

·       Familiarity with project management tools and techniques.

·       High level of professionalism and discretion.

·       Strong interpersonal skills and ability to work collaboratively with diverse teams.

Experience:

·       Minimum of 5 years of experience in an executive assistant or similar role, preferably supporting C-level executives.

Education:

·       Bachelor’s degree in Business Administration, Communications, or related field preferred.

Working Conditions:

·       Candidate must be based in Louisville, KY.

·       Occasional travel to Washington, DC.

·       Flexibility in working hours to accommodate the CEO’s schedule.