Executive Assistant (Ref#053)

• Lexington, KY
• Full-time
• Published: 2023-05-17 21:10:14Z

JOB OVERVIEW

The primary function of this role is to support the CEO, and the secondary function is to support the Chief of Staff to the CEO/Vice President of Strategic Initiatives.

RESPONSIBILITIES

• Provide general information and administrative support, including special projects and initiatives, scheduling appointments, conferences, trade shows, ordering supplies and equipment, and meetings.

• Manage, update, maintain, and coordinate calendars. Handle scheduling conflicts and provide alternative solutions.

• Handle all travel logistics including but not limited to booking travel, lodging, transportation, processing expenses, obtaining and creating an agenda, and developing any necessary travel itineraries on time.

• Participate in training and professional development activities.

• Coordinate and manage the team's workflow and deadlines. Track progress and follow-up on items delegated and ensure timely completion.

• Receive and screen telephone calls. Manage e-mails and respond to inquiries. Receive and review incoming mail.

• Respond to all communication in a timely manner.

• Review and update department budget and expenses.

• Act as the point of contact between executives and team members, customers, and partners.

• Create and maintain any necessary databases, contact lists, and spreadsheet files to support the team.

• Compile, prepare, and maintain memos, e-mails, informational and statistical reports, and communication materials.

• Support leadership as needed in preparing for speaking engagements or other internal or external meetings conducting research and preparing materials for other similar tasks.

• Research, prioritize, and follow up on issues and concerns addressed to the executives, including those sensitive or confidential. Determine the appropriate course of action, referral, or response.

• Independently answer questions and direct inquiries to appropriate personnel on behalf of the CEO.

• Facilitate the exchange of information between internal teams, customers, and business partners professionally and tactfully.

• Prepare and review confidential correspondence, letters, reports, presentations, print and electronic documents. Maintain professionalism and strict confidentiality with all materials, and exercise discretion when interfacing with team members and customers.

• Prepare and assemble presentation materials.

• Assist with event planning and coordination.

• Handle all meeting logistics, including booking conference rooms, setting up IT, preparing/obtaining agendas, catering, and presentation materials. Coordinate any follow-up actions as needed.

• Attend meetings as directed to prepare agendas, take notes, and follow up on action items.

• Works closely with and coordinates activities for the company’s Construction Executive Leadership Team, and as needed with other company entities..

• Adapt to changing priorities and handle multiple tasks simultaneously.

• Ensure that the team’s area is organized and functional.

• Provide support in preparing for webinars and online events.

• Participate in Executive Assistant workshops, meetings, and retreats. Act as a liaison with other department support teams, including EAs/AAs.

• Continuously look for ways to improve processes and make the team's job easier.

• Ensure timesheets are completed and turned in on time.

• Ensure expenses received are input into Concur accurately and timely.

• Receive, assemble, and format strategic project review documents as needed.

• Schedule meetings with team members.

• Supporting a Caring Culture and the company's people.

• Assist in supporting and coordinating the philanthropy contribution.

• Receive and review incoming mail.

• Other duties may be assigned.

QUALIFICATIONS

• Bachelor’s degree from a 4-year college or university (desired) plus years of related a minimum of 5 years’

• Experience in an executive assistant role supporting c-level executives; or an equivalent level of experience and education. 

• Must be proficient in Microsoft Office Suite, Outlook, Adobe Suite,PowerPoint knowledge, and scheduling applications. 

• Superb written, visual, and verbal communication skills, with an ability to quickly summarize information required.

• The new team member should be an energetic, self-motivated individual who does not mind working independently, but also enjoys a team environment, as well as a passion for collaboration and professional development. If you are a high achiever striving to exceed expectations in a fast-paced innovative company, then we are the place for you.

• The requirements listed above are representative of the knowledge, skill, and/or ability required.

• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.