Executive Administrative Assistant

Executive Administrative Assistant Position: Senior Executive Assistant supporting three C-Level Executives Reports.

Position Overview: Highly organized, proactive professional providing comprehensive administrative support to three executives in a fast-paced $200M business environment. Must demonstrate exceptional multitasking abilities, discretion, and advanced organizational skills.

Key Responsibilities:

Calendar Management & Scheduling

• Manage complex calendars for three executives, including coordination of meetings, conferences, and events
• Schedule and organize board meetings, leadership meetings, and team gatherings
• Coordinate across multiple time zones and handle frequent schedule changes
• Prepare meeting materials, agendas, and presentations
• Take detailed minutes and distribute action items

Travel Coordination

• Arrange domestic and international travel logistics
• Book flights, hotels, and ground transportation
• Create detailed travel itineraries
• Process travel expenses and reimbursements
• Handle last-minute travel changes and solutions

Communication Management

• Screen and prioritize incoming calls, emails, and correspondence
• Draft and edit executive communications
• Manage executive email inboxes
• Serve as primary point of contact for internal and external stakeholders
• Handle sensitive and confidential information with utmost discretion

Event Planning & Coordination

• Organize corporate events, team building activities, and client meetings
• Coordinate venue selection, catering, and logistics
• Manage vendor relationships and contracts
• Handle guest lists and RSVPs
• Coordinate presentation materials and technical requirements

Office Management

• Maintain office supplies and equipment
• Process expense reports and invoices
• Coordinate shipping and receiving of sensitive documents
• Manage executive document filing systems
• Maintain organized digital and physical filing systems

Required Skills & Qualifications:

• 3 years of executive assistant experience, preferably supporting multiple executives
• Bachelor's degree preferred
• Advanced proficiency in Microsoft Office Suite and Google Workspace
• Experience with travel booking systems and expense management software
• Excellent written and verbal communication skills
• Strong problem-solving abilities and decision-making skills
• Ability to maintain strict confidentiality
• Superior organizational and time management skills
• Ability to work extended hours when necessary

Personal Qualities:

• Exceptional attention to detail
• Ability to anticipate needs and be proactive
• Professional demeanor and executive presence
• Ability to work under pressure and meet deadlines
• Strong interpersonal skills and emotional intelligence
• Flexibility and adaptability
• Discrete and trustworthy

This position requires a highly skilled professional capable of managing multiple competing priorities while maintaining composure and effectiveness. The ideal candidate will be able to work independently, exercise good judgment, and maintain strict confidentiality while supporting three busy executives.

Job Type: Full-time

Pay: $21.79 - $24.13 per hour

Expected hours: 40 – 45 per week

Benefits:

• Dental insurance
• Health insurance
• Paid time off

Schedule:

• 8 hour shift
• Day shift

Ability to Commute:

• Louisville, KY 40243 (Required)

Ability to Relocate:

• Louisville, KY 40243: Relocate before starting work (Required)

Work Location: In person

Salary : $22 - $24