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

The Executive Assistant to the CEO will provide high-level administrative support to the Chief Executive Officer, ensuring the 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.

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.