Executive Assistant to Executive Team

Executive Assistant to Executive Team

Job Title

Part-Time Executive Assistant to Executive Team

Location

Louisville, KY/Remote

Company Overview

ScholarRx is an innovative education technology and solutions company committed to transforming learning experiences for health professions students, educators, and institutions around the world. Our products combine cutting-edge technology and advanced curricular content to drive lasting impact in the health sciences education sector.

Position Overview

We are seeking a highly skilled and tech-savvy Executive Assistant to support our Executive Team (CEO, CFO, CTO, and other executives). This part-time, contract position is primarily remote with occasional on-site responsibilities in Louisville. The successful candidate will have a professional, secure home office setup. Time commitment is 20 hours per week with opportunity for growth. The schedule is flexible, but the ideal candidate should be prepared to offer occasional evening and weekend availability. This position requires superior organizational abilities, professional discretion, and the ability to interface confidently with high-level external stakeholders—including academic deans and partners across the US and internationally. The ideal candidate will excel at managing multiple calendars, coordinating complex travel, preparing high-level presentations, and advancing strategic initiatives.

Key Responsibilities

1. Executive Support

• Manage dynamic calendars and schedule internal and external meetings for the Executive Team.
• Coordinate travel arrangements (domestic and international) including flights, lodging, visas, and itineraries.
• Function as a primary point of contact for executive-level inquiries, ensuring responsive and courteous communication.

2. Meeting & Communication Management

• Organize and prepare materials for meetings, including agendas, briefing documents, and presentations.
• Draft and proofread correspondence, proposals, and reports on behalf of the Executive Team.
• Capture and track action items from meetings and ensure follow-through.

3. Project & Process Coordination

• Collaborate with cross-functional teams to gather data, track deliverables, and coordinate special projects.
• Assist the Executive Team with operational tasks, research projects, and data compilation.
• Use tools like Microsoft 365, SmartSheet, and generative AI solutions to optimize workflows and document-sharing processes.

4. Operational Excellence

• Provide day-to-day administrative oversight, including expense reporting, invoice processing, and vendor management for executive-level projects.
• Refine processes and procedures to improve efficiency, accuracy, and cross-functional communication.
• Maintain a high degree of confidentiality and professionalism in all tasks and correspondence.

5. Technology & Digital Tools

• Maintain expertise in Microsoft 365 (Word, Excel, PowerPoint, Outlook, SharePoint, Teams) for advanced delegated calendars and scheduling, document creation, data analysis, and presentation design.
• Skilled in coordinating external meeting polling using tools such as Doodle, Microsoft FindTime, or similar platforms to streamline scheduling across stakeholders.
• Experience assigning Action Items or tasks into task management systems such as Microsoft Planner, Asana, Trello, or Monday.com to ensure accountability and follow-through.
• Proficiently use SmartSheet to manage tasks, timelines, and collaborative projects.
• Employ generative AI tools (e.g., Microsoft Copilot, ChatGPT, Midjourney, or industry-specific AI apps) to automate repetitive tasks, draft initial content, and accelerate research.

6. Light Personal Assistant Duties (CEO)

• Coordinate occasional personal appointments, errands, or travel arrangements for the CEO.
• Oversee basic personal tasks that may overlap with the CEO’s professional schedule, ensuring smooth and efficient time management.
• Maintain discretion and confidentiality regarding personal information and activities.

Qualifications

Experience & Education

• Bachelor’s degree in Business Administration, Communications, or related field (or equivalent work experience).
• 5 years of experience as an Executive Assistant, Administrative Assistant, or similar role supporting C-level executives.

Technical & Digital Proficiency

• Expert-level skills in Microsoft 365 (Word, Excel, PowerPoint, Outlook, SharePoint, Teams).
• Proficient in SmartSheet for project management, reporting, and collaboration.
• Experience using generative AI tools for drafting content, research, and process automation.

Communication & Interpersonal Skills

• Excellent written and verbal communication abilities; able to write concise, polished documents and presentations.
• Adept at interfacing with high-level external stakeholders such as academic deans, institutional partners, and board members.
• Strong sense of diplomacy, tact, and the ability to handle sensitive information with confidentiality.

Organizational & Time-Management

• Proven track record of handling complex scheduling demands and project coordination with minimal oversight.
• Detail-oriented mindset with the capacity to manage competing priorities and deadlines in a fast-paced environment.

Ideal Attributes

• Adaptable & Tech-Savvy: Quickly learns new software and tools, and finds ways to leverage technology for process improvement.
• Strategic Thinker: Able to anticipate the needs of executives, proactively solve problems, and propose new ideas or workflows.
• Team Player: Collaborative spirit who fosters strong relationships across internal teams and external networks.
• Global Mindset: Comfortable working across time zones and with diverse cultural groups, particularly in academic and international contexts.

Why Join ScholarRx?

• High Impact: Play a pivotal role in shaping our fast-growing EdTech platform that’s transforming health professions education around the globe.
• Professional Growth: Work closely with C-level executives and gain insights into strategy, operations, and leadership at the highest levels.
• Innovative Environment: Join a dynamic team embracing new technologies—like generative AI—to drive efficiency and innovation.
• Mission-Driven Culture: Contribute to improving teaching and learning experiences in a supportive, people-centric work environment.

To Apply

Please include a brief note on how you’ve supported or engaged with executive stakeholders in the past, and how your skills will be an asset to our growing team.

Job Type: Part-time

Pay: $30.00 - $35.00 per hour

Expected hours: 20 per week

Schedule:

• Monday to Friday
• Weekends as needed

Application Question(s):

• Do you have experience with tools like Microsoft 365, SmartSheet, and generative AI ?

Experience:

• administrative assistant: 5 years (Required)

Ability to Commute:

• Louisville, KY 40205 (Required)

Ability to Relocate:

• Louisville, KY 40205: Relocate before starting work (Preferred)

Work Location: Hybrid remote in Louisville, KY 40205

Salary : $30 - $35