Administrative Assistant

2 weeks ago

Louisville, Kentucky, United States Kentucky Farm Bureau Mutual Insurance Company Full time $40,000 - $70,000 per year
Min
Max
Overview

*This position is for the Kentucky Farm Bureau Federation*

This position provides administrative support to the Finance & Operations Division, including invoice processing, data entry, and clerical duties. The role also supports the planning and execution of conferences, events, and tours. Additional responsibilities include managing fleet vehicle records, supporting facilities operations, and coordinating calendars and logistics for division and some organization-wide activities.

Responsibilities

Process invoices and ensure timely payment in accordance with company policies

Assist cardholders in recording division credit card transactions.

Assist in the management of event budgets, including estimating costs, tracking expenses, and reconciling post-event

Compile and analyze data related to events, tours, and departmental operations to support decision-making

Assemble materials for events and tours (e.g., attendee packets, rooming lists, flight manifests, name badges, recap sheets)

Maintain organized physical and electronic filing systems for all departments within the division

Support the maintenance of fleet vehicle records, including purchase, sale, and service documentation

Answer and route telephone calls professionally and efficiently

Record and process payments related to tours, events, and meetings

Maintain dashboards of progress made in various projects throughout all departments in the division.

Provide onsite and administrative support at selected in-state events and conferences

Maintain regular, predictable attendance

Perform other duties as assigned

Other Responsibilities

Manage division calendars to ensure timely meeting of deadlines and appropriate preparation for upcoming meetings and events

Prepare and distribute reports and summaries for division leadership

Identify and implement process improvements, including automation opportunities

Support the mission, goals, and objectives of Kentucky Farm Bureau Federation

Participate in special projects and cross-functional initiatives as needed

SCOPE OF CONTACTS 

State office personnel—Federation and Insurance

Suppliers/vendors

Leadership/members

Hotel, travel agents and caterers

Federal and State agency personnel

Other company departments

Job Specifications

Physical demands: normal vision and hearing (with or without correction), sitting, mobility, lifting

Mental demands: prolonged concentration, ability to work under time pressure, analytical reasoning, ability to problem solve and to conduct research

Environmental factors: standard office lighting, temperature, and noise

Equipment: keyboard, calculator, telephone, copier, personal computer, and scanner

Qualifications

A combination of formal education, training, and experience to acquire knowledge and skills generally equivalent to those possessed by an experienced high school graduate or acquired through two years of college

Minimum of three years' experience in an administrative role preferred

Shorthand capabilities and/or note taking

Ability to type at a minimum of 50 wpm

Flexible, high-energy, forward-thinking/planning, result-oriented individual with strong follow-through and organizational skills

Excellent oral and written communication skills

Must possess a high degree of integrity when dealing with confidential and sensitive information

Proficient in Microsoft Word, Excel, Outlook, PowerPoint; database software; and online registration software

Ability to work well with others, both inside and outside the organization

Willingness to travel overnight to attend meetings, as needed

Ability to work under minimal supervision

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