Administrative Assistant

Talentify; Lexington (KY); On-site; USD 42,000 - 54,000; Full time

Job summary

Talentify is seeking an experienced administrative professional to support the Facilities, Construction, and Real Estate department at the system level. This role involves managing executive schedules, handling correspondence, and coordinating travel and events.

You will prepare reports, maintain databases, and assist with special projects while ensuring efficient office operations and adherence to policies. A Bachelor's degree is preferred and 1–3 years of maintenance experience is desirable.

Qualifications

• Bachelor's Degree preferred.
• 1–3 years of maintenance experience preferred.
• Proficient in Microsoft Office applications (Word, Excel, PowerPoint).
• Strong problem-solving and troubleshooting skills.
• Ability to follow instructions, prioritize tasks, and work independently or as part of a team.

Responsibilities

• Maintains executive appointment schedules and coordinates calendars.
• Handle personal phone coverage and email management as needed.
• Prepare reports by collecting and analyzing information.
• Prepare agendas, notices, meeting minutes, expense reports, etc.
• Arrange travel and logistics for executives.
• Create and maintain databases and spreadsheets.
• Manage projects as needed.
• May perform general maintenance duties as assigned.

Skills

Maintenance procedures

Troubleshooting

Time management

Independent / teamwork

Education

Bachelor's degree preferred

Tools

Microsoft Office

Job description

Overview

Performs diversified and confidential administrative duties requiring broad and comprehensive experience, skill, and knowledge of organizational policies and practices. Provides support to respective assigned executives as needed.

Special Instructions

This role will support the Facilities, Construction, and Real Estate department at the system level.

Responsibilities

• Maintains executive appointment schedule by planning and scheduling meetings, conferences, and travel and coordinating calendar with Executive Staff calendars
• Personal phone coverage and e-mail management as desired by Executive
• Conserves executives' time by reading, researching and routing correspondence, drafting letters and documents, collecting and analyzing information and initiating telecommunications.
• Prepares reports by collecting and analyzing information.
• Prepares records such as agendas, notices, meeting minutes, expense reports, etc.
• Manages travel requirements for Executives and independently schedules appointments
• Arranges programs, events or conferences by managing logistics, disseminating information or invitations, coordinating speakers and controlling event budget
• Creates and maintains various database and spreadsheet files.
• Compiles information, takes and transcribes dictation and composes/prepares correspondence, reports and otherdocuments.
• Manages projects as needed.
• May do general Maintenace duties as assigned (Mary Breckenridge).

Qualifications

Minimum Education

• Bachelor's Degree preferred.

Minimum Work Experience

• One to three (1-3) years of maintenance experience preferred.

Required Skills, Knowledge, and Abilities

• Knowledge of basic maintenance procedures and the ability to perform routine maintenance duties safely and effectively.
• Proficient in Microsoft Office applications, including Word, Excel, and PowerPoint.
• Strong problem-solving and troubleshooting skills.
• Ability to follow instructions, prioritize tasks, and work independently or as part of a team.