Executive Administrative Assistant

Bluestar Agency - Hebron, KY

Full-time - Mid Level

Hebron, KY

Heavy and Civil Engineering Construction

About the position

BlueStar is seeking a detail-oriented and professional executive administrative assistant to support the CEO and other Executives. This role is crucial in ensuring the smooth operation of the executive's workflow and requires a high level of professionalism and discretion. The executive administrative assistant will be responsible for managing calendars, scheduling meetings, and coordinating travel arrangements and itineraries. Additionally, the assistant will prepare and edit correspondence, reports, and presentations, ensuring that all materials are accurate and ready for executive review. The position involves processing expense reports and managing budgets, as well as addressing and resolving issues as they arise to minimize disruption to the executive's workflow. The assistant will act as a liaison between executives and internal/external stakeholders, handling phone calls, emails, and other forms of communication. Greeting and assisting visitors is also a key responsibility, along with organizing and preparing for meetings, which includes setting agendas and taking minutes. The executive administrative assistant will ensure that executives are prepared with necessary materials and may assist with or manage specific projects and initiatives. Conducting research and compiling data for executive decision-making is also part of the role, along with handling sensitive information with utmost confidentiality and managing confidential files and documents. Some travel could be required, and the assistant may be assigned other duties as needed.

Responsibilities

• Managing calendars and scheduling meetings
• Coordinating travel arrangements and itineraries
• Preparing and editing correspondence, reports, and presentations
• Processing expense reports and managing budgets
• Addressing and resolving issues as they arise, ensuring minimal disruption to the executive's workflow
• Acting as a liaison between executives and internal/external stakeholders
• Handling phone calls, emails, and other forms of communication
• Greeting and assisting visitors
• Organizing and preparing for meetings, including setting agendas and taking minutes
• Ensuring executives are prepared with necessary materials
• Assisting with or managing specific projects and initiatives
• Conducting research and compiling data for executive decision-making
• Handling sensitive information with utmost confidentiality
• Managing confidential files and documents
• Some travel could be required
• Other duties as assigned

Requirements

• Bachelor's degree preferred; High School diploma required
• Proven track record of providing administrative support to executive-level management
• Excellent communication skills, both verbal and written
• Ability to maintain a calm and professional demeanor in demanding situations
• Demonstrated ability to manage multiple projects simultaneously with meticulous attention to detail & timelines
• Strong decision-making skills and ability to operate with independence in a fast-paced environment
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint)