Executive Administrative Assistant- Kentucky Center for the Performing Arts

$41,600 - $47,840/Yr

Compass Group - Louisville, KY

Full-time - Entry Level

Louisville, KY

Merchant Wholesalers, Nondurable Goods

About the position

The Executive Administrative Assistant at the Kentucky Center for the Performing Arts plays a crucial role in providing clerical functions and administrative support for food service programs. This position is designed for individuals who are looking to be part of a dynamic team that values creativity, service, and a commitment to excellence. The role involves a variety of tasks that require attention to detail, strong organizational skills, and the ability to maintain confidentiality in handling sensitive information. The successful candidate will be responsible for answering telephones and directing inquiries in a professional and client-centric manner, ensuring that all communications reflect the high standards of the organization. In addition to managing phone communications, the Executive Administrative Assistant will maintain confidential personnel files and assist management staff in preparing various employment and labor relations documents, including proposed disciplinary notices. The role also includes staffing responsibilities, such as finding replacements for employees who call out on short notice, which requires effective communication and relationship-building skills with co-workers, school personnel, administrators, and parents. The position requires the completion and maintenance of accurate records for students eligible for free and reduced-priced lunches, as well as entering weekly cash sales and meal counts into the computer system. The Executive Administrative Assistant will also perform daily bank deposit reconciliations, process vendor invoices for payment, and ensure that all financial transactions are accurate and compliant with bid specifications. Monthly vendor statement reconciliations and preparation of state claim forms for reimbursement are also key responsibilities. The role may require attendance at in-service and safety meetings, and maintaining a clean and safe work environment is essential. Other duties may be assigned as needed, making this a versatile and engaging position.

Responsibilities

• Answer telephones and direct inquiries in a professional and client-centric manner.
• Maintain confidential personnel files.
• Assist management staff in preparing confidential employment and labor relations documents, including proposed disciplinary notices.
• Assist with staffing, including finding staff when employees call out on short notice.
• Work effectively and maintain good working relationships with co-workers, school personnel, administrators, students' parents, and Supervisor.
• Complete and maintain accurate and up-to-date records of students eligible for free and reduced-priced lunches if applicable.
• Enter weekly cash sales and meal counts using computer.
• Perform daily bank deposit reconciliation.
• Process vendor invoices for payment, ensuring accuracy and compliance with bid specifications.
• Perform monthly vendor statement reconciliation.
• Prepare monthly state claim form for reimbursement.
• Assist in preparation of end-of-month financial reports.
• Attend in-service and/or safety meetings as required.
• Maintain a clean and safe work environment; ability to perform job safely.
• Perform other duties as assigned.

Requirements

• Strong organizational skills and attention to detail.
• Ability to maintain confidentiality in handling sensitive information.
• Excellent communication skills, both verbal and written.
• Proficiency in using computer systems for data entry and financial processing.
• Ability to work effectively in a team environment and build relationships with various stakeholders.

Nice-to-haves

• Experience in an administrative support role, preferably in a food service or educational environment.
• Familiarity with financial reporting and reconciliation processes.
• Knowledge of food service programs and regulations.

Benefits

• Instapay (early access to your wages) and high interest savings through the EVEN app.
• Associate Shopping Program.
• Health and Wellness Program.
• Discount Marketplace.
• Employee Assistance Program.