Executive Assistant, In Office Opportunity, Superb Benefits

New Vista of the Bluegrass Inc
 Lexington, KY

The Executive Assistant provides executive support for the office of the President and CEO and executive leadership. The assistant demonstrates professionalism, positivity, and loyalty while maintaining confidentiality. The Executive Assistant demonstrates the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills. The Executive Assistant will work independently on projects, from conception to completion, and must be able to work under pressure at times to manage a wide variety of activities and confidential matters with discretion. The Executive Assistant anticipates the needs of the President and CEO and responds independently of direction. The Executive Assistant is a positive team player that promotes a culture of inclusion and participation. This is an in-office position without remote work options.

Required Education and Experience

  • Associate degree or similar educational background; demonstrates grammar proficiency
  • Two years’ experience supporting C-level executives
  • Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint)
  • Valid driver’s license

Preferred Education and Experience

  • Bachelor’s degree
  • Experience working with a board of directors
  • Experience supporting C-level executives in a non-profit organization

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Executive Support

  • Collaborate with the President and CEO to ensure calendar and scheduling needs are met; maintain centralized company calendar of key dates
  • Ensure technology needs of the President and CEO are promptly resolved
  • Communicate in a timely manner with board members, executive staff, and stakeholders as directed by the President and CEO
  • Prioritize and follow up on incoming issues and concerns addressed to the President and CEO and determine appropriate course of action, referral, or response
  • Work closely with the President and CEO to keep them well informed of upcoming commitments and responsibilities, follow up as appropriate
  • Prepare President and CEO’s expense reports in a timely manner
  • Proofread and edit internal and external correspondence
  • Maintain archives and filing systems on behalf of the President and CEO
  • Oversee a follow-up system of assignments or commitments made at meetings
  • Collaborate with executive leadership to assist with travel arrangements as requested

Board Support

  • Manage board member communication portal, providing technical assistance and training as needed
  • Coordinate board member orientation and on-going training needs
  • Attend all monthly board meetings and take board meeting minutes, finalizing for approval within one week
  • Coordinate all aspects of monthly board meetings, including setting up room, technology requirements for hybrid meetings and refreshments
  • Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advanced distribution of materials before meetings
  • Assist board members and executive leadership with committee activities

General Office Support

  • Greet and direct clients, employees, and guests
  • Responsible for building maintenance needs, including creating maintenance/purchasing/technology tickets
  • Ensures CEO offices, meeting spaces, and waiting areas are stocked, clean, and free of debris
  • Order office supplies and stock office supply closet; coordinate postage machine/mail room needs
  • Set up the needed equipment for executive leadership meetings, including technology, agendas, and documents for presentations/conferences with multiple sites

While we welcome all to apply, there are some position specific background stipulations that must be met to comply with various regulatory and contractual requirements.

New Vista prohibits discrimination and harassment against any applicant, employee or contractor based on sex, race, color, age, national or ethnic origin, religion, physical disability, mental disability, genetic information, marital status, sexual orientation, gender identity or expression, citizenship, pregnancy or maternity, protected veteran status, or any other basis prohibited by applicable federal, state or local law. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, working conditions, promotion, termination, layoff, recall, transfer, leaves of absence, wage and salary administration, employee benefits and training. It is also the company’s policy to prohibit all forms of retaliation against any individual who has complained of harassing or discriminatory conduct, encouraged another to complain, participated in an investigation into such complaints, or opposed unlawful discrimination.