Administrative Assistant

Hy-Tek; Erlanger (KY); On-site; USD 35,000 - 50,000; Full time

Job summary

Hy-Tek, based in Northern Kentucky, is seeking an Administrative Assistant to support the Executive team and offices. The role includes reception, travel coordination, and assistance with trade shows and events, with up to 10% travel."

The ideal candidate has 3–5 years of administrative experience, excellent communication, and the ability to multitask while maintaining confidentiality in a fast-paced environment.

Qualifications

• Minimum 3–5 years of administrative experience, preferably supporting senior executives.
• Strong verbal and written communication skills, with a professional and friendly demeanor.
• Ability to manage multiple priorities, work under tight deadlines, and maintain attention to detail.
• Proficient in Microsoft Office Suite; experience with CRM or project management software is a plus.

Responsibilities

• Provide high-level administrative support to the Executive team, managing schedules, coordinating meetings, and handling correspondence.
• Assist with travel arrangements, expense reports, and meeting coordination.
• Maintain confidentiality and handle sensitive information with discretion.
• Serve as the company’s receptionist, answering and directing phone calls professionally.
• Greet visitors and maintain a welcoming office environment.
• Manage mail and deliveries, and coordinate office supplies.
• Plan and manage logistics for customer visits, including scheduling and meetings.
• Support trade shows and company events, including registrations and promotional materials.

Skills

Organizational skills

Communication

Multitasking

Confidentiality

MS Office

CRM/PM software

Problem solving

Customer service

Tools

Microsoft Office Suite

CRM software

Job description

We are seeking a highly organized and proactive Administrative Assistant to provide direct support to our Executive team and our offices, ensuring smooth day-to-day operations. This role will also serve as the first point of contact for visitors and callers, assist in coordinating customer visits, and provide administrative support for trade shows and other company events. The ideal candidate thrives in a fast-paced environment, has excellent communication skills, and can multitask effectively while maintaining confidentiality and professionalism.

Essential Duties and Responsibilities:

Executive Support

• Provide high-level administrative support to the Executive team, managing schedules, coordinating meetings, and handling correspondence.
• Assist with travel arrangements, expense reports, and meeting coordination.
• Maintain confidentiality and handle sensitive information with discretion.

Reception & Office Management

• Serve as the company’s receptionist, answering and directing phone calls in a professional manner.
• Greet and assist visitors, ensuring a welcoming and professional office environment.
• Manage incoming and outgoing mail and deliveries.
• Maintain office supplies and coordinate office-related needs.

Customer Visit Coordination

• Assist in planning and managing logistics for customer visits, including scheduling, catering, and meeting preparations.
• Ensure meeting rooms and office spaces are organized and properly equipped for customer interactions.
• Support team members in executing seamless and engaging customer experiences.

Support

• Provide administrative assistance for trade shows, including coordinating registrations, travel arrangements, and promotional materials.
• Managing corporate events for the offices such as Christmas Party, mix and mingle, etc.
• Arranging flights, hotels, dinner reservations for new hires as well as any potential hires who may travel in for in-person interviews.

Knowledge, Skills, and Abilities:

Qualifications & Skills

• Experience: Minimum 3–5 years of administrative experience, preferably supporting senior executives.
• Communication: Strong verbal and written communication skills, with a professional and friendly demeanor.
• Organization: Ability to manage multiple priorities, work under tight deadlines, and maintain attention to detail.
• Technical Proficiency: Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint); experience with CRM or project management software is a plus.
• Problem-Solving: Proactive and resourceful, with the ability to anticipate needs and take initiative.
• Customer Service: Strong interpersonal skills with the ability to engage professionally with customers, executives, and team members.

Working Conditions:

• This position reports into our Northern Kentucky offices.
• Travel up to 10% of the time.
• Working in a stationary position for an extended period.
• Operating computers for an extended period.
• Moving or traversing for an extended period.
• This position spends most of the time inside a climate-controlled environment.

***Job requirements listed indicate the minimum level of knowledge, skills, and/or ability necessary to perform the job proficiently. This job description is not an exhaustive statement of duties, responsibilities, or requirements. Employees may be required to perform other job-related duties as requested by their supervisor, subject to reasonable accommodations. ***