Sr. Executive Assistant & Board Liaison

CLASS SUMMARY:

Responsible for providing high-level and diverse administrative support to the Chief Executive Officer (CEO). In conjunction with the CEO, serves as the liaison to the Kenton County Airport Board (Board) members as their primary employee contact.

ESSENTIAL DUTIES:

This class specification represents only the core areas of responsibilities; specific position assignments will vary depending on the needs of the department.

• Serves as primary point of contact for the CEO/Executive Office; manages, maintains and prioritizes CEO’s schedule/calendar expeditiously, efficiently and proactively to ensure the schedule is handled in a professional manner.
• Vets all CEO meetings and speaking requests; serves as liaison between the CEO and employees on all matters and entrusted with a high level of responsibility, especially on sensitive and confidential matters.
• Serves as primary point of contact for Board members; maintains critical connection between the Board and CEO; provides administrative and strategic support to the CEO for Board-related items; coordinates and administers activities related to the Board; interfaces regularly with Board members.
• Assists CFO in managing annual board compliance materials to ensure adherence to Board Policies and Procedures.
• Organizes and coordinates meetings; manages preparation for critical events; creates agendas and coordinates logistics, materials, and invitations for special events, including set up/break down of meeting rooms.
• Researches, prioritizes and follows up on issues and concerns identified by the CEO; works closely with the CEO to ensure they are informed of and prepared for upcoming commitments and responsibilities.
• Successfully creates high-level deliverables on behalf of CEO, such as drafting acknowledgement letters, general correspondence and presentations, as well as other collaterals that ensure the CEO’s ability to effectively lead the organization.
• Communicates directly on behalf of the CEO with Board members, other company CEOs, business leaders, stakeholders, and government officials with excellent interpersonal
• Identifies opportunities to provide additional support in alignment with the CEO and Board by establishing strong working relationships with all stakeholders.
• Maintains status of documents, including contracts, requisitions, purchase orders, and position requests to ensure timely execution; maintains State Notary Certificate to notarize documents
• Assists CEO in managing the flow of organizational information to ensure priority projects of all business units gain executive review and approval.
• Advises employees on status of key issues with CEO and Board; assists in managing organizational
• Maintains an ability to think and act strategically, using sound judgement, discretion, problem solving skills and initiative to coordinate and support all administrative activities for the CEO.
• Organizes materials for and ensures overall preparation for Board meetings; ensures Board members receive necessary information in order to make decisions; coordinates with assigned employees to prepare and deliver their assigned material with the timeline set by the Board.
• Handles a wide variety of confidential situations and assists in resolving conflicts, drawing on experience and judgement.
• Prepares and oversees three departmental budgets (Executive Office, Board, and Business Administration).
• Maintains and oversees three company credit cards: documenting credit card expenses, maintaining receipts and managing the accurate and timely reconciliation of monthly
• Prepares monthly expense reimbursement reports for CEO, Board members; reviews the accuracy of expense reports of all CEO direct reports.
• Organizes/arranges complex travel arrangements (Domestic and International); prepares itineraries and agenda materials for CEO and Board members; including any VISA documents necessary to travel.
• Manages and serves as the KCAB Program Administrator for the Delta Air Line, Inc, “Skybonus” program; monitors points earned toward flexible business rewards and when points are accrued, obtains certificates and applies the redeemed points to KCAB travel
• Reviews payroll for all CEO direct reports and monitor’s time off request and submits to CEO for final approval.
• Remains current on airport industry organizations (ACI-NA, ACI World, AAAE, ) relative to CEO and Board participation at various conferences, speaking engagements, and panel presentations.
• Supervises job duties of subordinate(s) to ensure work is accomplished in a timely manner; evaluates and writes employee performance review(s); processes payroll and time off
• Serves as a first level of response for airport emergencies and is a key member of crisis communication team.
• Establishes and maintains confidential filing systems, including the Board meeting electronic
• Serves as the Department Records Management Officer for the Executive Office and Board, which ensures the proper retention of permanent records, confidential records, and vital records both paper and electronic per the company guidelines.
• Creates and submits requisitions in HxGn EAM; receives POs and processes invoices for final payment. Approves all company requisitions and purchases order on behalf of CEO once approval is received.
• Performs other duties of a similar nature and level as assigned

TRAINING AND EXPERIENCE:

High School Diploma or GED in a related area and 7 years of related work experience; or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.

LICENSING/CERTIFICATIONS:

• Maintains Security Identification Display Area (SIDA)
• Obtains/maintains position appropriate NIMS & emergency
• Maintains State at Large Notary Public Certificate

KNOWLEDGE OF:

• Grammar, spelling and English;
• Airport Operations;
• KCAB policies and procedures; familiarity with a variety of airport-specific concepts, practices and procedures;
• Business of airport partners, including business leaders and government officials;
• Accounting and budgeting.

SKILL IN:

• Clearly and effectively communicating verbally and in writing;
• Exercising sound and independent judgement; completing work in a reliable, proactive, and self-motivated fashion;
• Use of a variety of computer-based technologies, including word processing, graphs and spreadsheets;
• Online and in-person research practices and methods;
• Establishing and maintaining effective, fair, cooperative, collaborative, and respectful relationships with internal and external colleagues, peers, work teams, and workgroups;
• Ability to efficiently prioritize tasks and to multi-task; strong organizational skills;
• Demonstrated skill in working with and preparing confidential correspondence

ADA AND OTHER REQUIREMENTS

Positions in this class typically require: stooping, kneeling, reaching, standing, lifting, grasping, fingering, talking, hearing, seeing and repetitive motions.

Light Work: Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently and/or a negligible amount of force constantly to move objects.

BENEFITS: (Full Time Positions)

• Competitive medical, dental, vision and life insurance coverage options. CVGAA offers a $0 premium medical plan option and does not charge a working spouse surcharge. Health Savings Account, Wellness programs and up to $2,500 a year in employer contributions to qualified childcare expenses.
• Employer and employee contributions to KY Public Pension Authority retirement plan
• 401(k) and 457 options
• Generous paid time off including 10 holidays a year
• Employee Assistance Program
• Tuition Reimbursement and Professional Development programs
• Performance Reward Program

Salary : $2,500