EXECUTIVE ASSISTANT
Administration
Covington, KY, USA
Posted on Jul 7, 2026
JOB EMPHASIS AND PURPOSE
The Executive Assistant provides high-level, comprehensive support to the CEO by ensuring seamless coordination of daily operations, strategic management of priorities, and exceptional communication on the CEO’s behalf. This role serves as a trusted partner—managing complex scheduling, facilitating critical information flow, preparing executive-level communications, and coordinating cross-functional initiatives. The Executive Assistant also oversees a wide range of logistical, administrative, and specialized support tasks, demonstrating sound judgment, proactive problem-solving, and the ability to anticipate needs before they arise. Success in this position requires proactive problem-solving, the ability to anticipate needs, and a high degree of professionalism and confidentiality in all matters.
GENERAL DUTIES AND RESPONSIBILITIES
Executive Support & Calendar Management
- Strategically manage and optimize the CEO’s calendar to ensure alignment with top priorities.
- Serve as a gatekeeper to protect the CEO’s time and manage the flow of information.
- Triaging email: draft responses, organize inbox labels/folders, and flag high-priority items.
- Schedule and coordinate internal and external meetings, prepare agendas, and compile supporting documents.
- Arrange complex business and personal travel itineraries, including flights, hotels, transportation, and schedules.
- Prepare, submit, and reconcile expense reports; proactively resolve discrepancies.
- Maintain confidential files, documents, and systems with discretion and accuracy.
- Coordinate the CEO’s participation in internal and external events.
- Assist with pulling reports (ERP, HubSpot, Excel, dashboards).
- Track action items across the leadership team and follow up with stakeholders to ensure timely progress.
- Support project managers, operations, HR, scheduling, and quality teams by gathering information or coordinating tasks on behalf of the CEO.
- Prepare presentations, summaries, talking points, and other communications as needed.
Communication & Relationship Management
- Draft, proofread, and refine internal and external written communication.
- Support interactions with vendors, customers, and external partners.
- Communicate professionally on behalf of the CEO when appropriate.
- Build and maintain strong, credible, and trusted relationships across the organization, demonstrating professionalism and discretion
Additional Coordination & Personal Support
- Support scheduling, reservations, and related logistics beyond core business needs.
- Coordinate third-party service providers and support ongoing service or project needs by managing scheduling, communication, and associated administrative tasks.,
- Assist with essential errands, appointments, and project-based tasks as required.,
- Coordinate select purchasing needs, including researching items, placing orders, and managing returns or exchanges.
- Demonstrate utmost discretion and confidentiality in all matters.
QUALIFICATIONS
Education / Experience
- High school diploma or GED
- Previous experience as an executive administrator or in a similar administrative role is preferred
License / Credentials / Certifications
- Valid Driver’s license
Skills / Specialized Knowledge / Abilities
- Excellent organizational and time management skills.
- Highly self-directed with the ability to anticipate needs and take initiative without prompting.
- Exceptional verbal and written communication abilities.
- Proficiency in using Microsoft Office Suite and other standard executive administrator tools.
- Strong attention to detail and accuracy.
- Ability to handle multiple tasks simultaneously and prioritize effectively.
- Proactive problem-solving and decision-making skills.
- Professional and approachable demeanor.
- Ability to maintain the highest levels of confidentiality regarding business, staff and personal information.
WORKING CONDITIONS
Working Hours / Environment
- 40 hours/week, onsite. May require additional hours periodically, including evenings and weekends, depending on business needs.
- Work is typically performed in an indoor office setting.
Tools and Equipment
- Personal computer, copier, fax/scanner, phone, and other typical office equipment.
Travel
- Minimal – up to 5% of time as needed.
Physical and Mental Demands
- Frequently required to remain in a stationary position at a desk or workstation for extended periods.
- Ability to operate a computer and other office equipment with sufficient manual dexterity and hand-eye coordination.
- May occasionally need to move about the office to access files, supplies, or equipment.
- May occasionally lift or move materials such as files or office supplies (typically up to 20 pounds).
- Ability to communicate and exchange information effectively with employees, clients, and others, whether in person, by phone, or through other appropriate means.
- Sufficient mobility to navigate the office environment as needed to perform essential job functions.
FLSA STATUS: EXEMPT
INCUMBENT:
SUPERVISOR: CEO
SUPERVISES: N/A
