Executive Administrator

1 month ago


Louisville, United States Vaco Full time
Job Summary:

The Executive Administrative Assistant provides top-level support to executives by handling a variety of administrative tasks, coordinating schedules, managing communication, organizing meetings, and overseeing special projects. This position requires a highly organized, proactive individual with excellent communication skills, discretion, and the ability to manage multiple tasks efficiently.

Key Responsibilities:


  1. Executive Support:
    • Manage and maintain the executive's calendar, including scheduling meetings, appointments, and travel arrangements.
    • Screen calls, emails, and correspondence, and handle communication on behalf of the executive as needed.
    • Prepare reports, presentations, and other documents for executive meetings.
    • Coordinate executive team meetings, including preparing agendas, taking minutes, and following up on action items.

  2. Travel Management:
    • Arrange complex domestic and international travel, including flights, hotels, transportation, and itineraries.
    • Prepare and process travel expense reports and ensure timely reimbursement.

  3. Communication Management:
    • Serve as the point of contact between the executives and internal/external clients.
    • Handle sensitive information with the utmost confidentiality and professionalism.
    • Draft and edit correspondence, emails, reports, and presentations.

  4. Event Planning:
    • Assist in planning and organizing executive-level events, meetings, and conferences.
    • Coordinate logistics, catering, venue arrangements, and audiovisual needs.

  5. Project Management:
    • Oversee and track special projects, ensuring deadlines are met and project milestones are achieved.
    • Assist with research, data collection, and analysis for key business initiatives.

  6. Office Administration:
    • Manage office supplies and resources for the executive team.
    • Handle incoming mail and ensure timely responses to inquiries.
    • Liaise with other departments to ensure operational efficiency.

  7. Human Resources Support (optional):
    • Assist with onboarding new staff members within the executive team.
    • Maintain personnel files and handle administrative HR duties, as needed.


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