What are the responsibilities and job description for the Executive Administrative Assistant position at KLH Engineers?
Title: Executive Administrative Assistant
Location: Ft. Thomas, Kentucky
Reports To: Chief Executive Officer
I. Summary
Provide a variety of high-level administrative management functions to support the President & CEO, C-Suite Executives and other individuals as requested.
II. Duties & Responsibilities
Executive Administrative Assistant
Essential Functions:
- Manage calendar of President & CEO and other executives.
- Schedule meetings for President & CEO and other executives and respond to meeting invites with availability.
- Assist President & CEO with company communications and presentations.
- Assist President & CEO with employee awards and incentives, including quarterly bonus program.
- Serve as the company’s travel system administrator, complete travel arrangements for executives as well as group conference travel, assist and train employees as needed.
- Maintain spreadsheet and execute firm license renewals as needed. Apply for new licenses as requested.
- Coordinate State of the Firm Annual Meeting, including travel for remote employees, venue selection and contract, and meeting materials.
- Assist President & CEO with annual compensation review process and paid time off notifications.
- Prepare monthly expense reports for President & CEO and other executives.
- Perform notary services as requested.
- Serve as the secretary of the company’s community fund, Keep Lending a Hand. Prepare meeting agendas, including applications. Process award notifications, check requests, and document any publicity.
- Assist Board Chair with scheduling stockholder and board of directors’ meetings.
Marginal Functions:
- Maintain master list of employee birthdays and anniversaries and assist President & CEO with recognition.
- Assist President & CEO with new employee Great Game of Business orientation sessions.
- Assist President & CEO with company’s year-end Pay It Forward program.
- Assist Culture Team with company events as requested.
- Assist Marketing Department with client entertainment events/sponsorships.
- Maintain master list of security badges and ID’s, assist employees with applications and renewals, and notify HR and IT department if an employee with a security ID is terminated.
- Work with Director of Information Technology to set up recurring internal meetings and adjust as requested.
- Open and process incoming or outgoing mail for the President & CEO and other executives.
- Maintain executive memberships and renew as needed.
- Coordinate company’s weekly lunch and learns.
The duties and responsibilities listed above are representative of the duties of the position, and do not include all the tasks that the incumbent may be required to perform. The incumbent must be able to perform all of the essential functions of this job, either with or without reasonable accommodation.
III. Qualifications
Executive Administrative Assistant
Education
- Bachelor’s or master’s degree in business field preferred.
Experience
- 5-10 years prior administrative experience assisting senior level executive.
- Currently commissioned as Notary Public or willingness to obtain such appointment.
- Meeting and/or event planning experience preferred.
Computer Skills
- Intermediate/advanced computer skills using Microsoft Office: Office 365, Word, Excel, Outlook Email, Outlook Calendar, PowerPoint, OneNote, OneDrive, Teams, Forms, etc.
- Travel system experience booking trips for executives as well as groups attending conferences (AAA Corporate Travel/SAP Concur Solutions experience preferred).
Other
- Exhibits accuracy, attention to detail and ensures preservation of confidential information.
- Ability to prioritize, organize and handle multiple tasks in a fast-paced office environment.
- Exceptional interpersonal and communication skills, written and verbal.
- Excellent prior attendance and punctuality record.
- Positive attitude and pleasant, professional demeanor.
- Available and willing to work overtime as needed.
Maintain Core Values
Play Offense: Anticipate and seize opportunities. Drive results with boldness and relentless grit.
At KLH, we win by being proactive and embracing opportunities with boldness and determination. We thrive on driving impactful results through strategic foresight and a relentless pursuit of excellence.
- Embrace challenges as opportunities for growth and innovation, actively seeking out new ways to lead in our industry.
- Foster a culture where taking calculated risks is encouraged, learning from outcomes to continuously improve.
- Celebrate bold decisions that drive progress, recognizing and rewarding the grit and perseverance that turn visions into reality.
Own It!
KLH embodies a culture of empowerment and responsibility where every team member is a vital contributor to our collective success. We take ownership of our individual actions and decisions to help us achieve shared objectives and exceptional results.
- Run to the fire. Take action to solve problems for positive outcomes.
- Encourage autonomy in decision-making and provide the support and resources needed for team members to succeed.
- Highlight and celebrate examples of extreme ownership, inspiring others to act with integrity and intention.
Build Trust with Transparency
At KLH, we build trust through openness and honesty in all our interactions. By intentionally sharing information, insights, and challenges, we create a foundation of trust that extends to our team members, partners, and clients.
- Don’t fear conflict. Promote open dialogue and constructive feedback, ensuring challenges are met with collaborative solutions.
- Ensure transparency in decision-making processes, making rationale clear and understandable to all parties.
- Create a high trust environment by being vulnerable, humble, and open, showing it is safe to share successes as well as failures.
Lead with Innovation
KLH plays at the forefront of innovation, pushing boundaries to redefine what's possible in construction. We encourage curiosity and leverage creativity, technology, and thought leadership to set new standards and deliver exceptional value.
- Questioning and challenging the status quo is not only accepted but encouraged. Failures are seen as steppingstones to groundbreaking solutions.
- Invest in our future. Ensure our team is equipped with cutting-edge skills, knowledge, and resources.
- Be curious. Foster an environment where continuous learning, creative thinking and unconventional ideas are celebrated, paving the way for revolutionary advancements and solutions.
About KLH Engineers
Established in 1955, Kohrs Lonnemann Heil Engineers, Inc. (KLH Engineers) is nationally ranked among the top mechanical, electrical, plumbing and technology engineering firms. KLH leverages building information modeling (BIM) and advanced in-house technology to deliver innovative and value-driven solutions. As a consulting engineering firm, KLH offers mechanical, electrical, plumbing, fire protection, and technology design, lighting design, commissioning, and energy solutions. KLH serves the civic, education, healthcare, hospitality, lifestyle, industrial, retail and workplace markets.