Administrative Assistant

PHD Services; Northern (KY); Hybrid; USD 48,000 - 64,000; Full time

Job summary

PHD Services in Kentucky is seeking an experienced Administrative Assistant to provide high-level support to executive staff. The role requires strong organization, discretion, and the ability to juggle multiple priorities while coordinating calendars, travel, and visitor management.

Ideal candidates have 5+ years in executive administration, proficiency with Microsoft 365 and Google Workspace, and excellent communication skills.

Qualifications

• Minimum 5 years of executive-level administrative support experience.
• Proficient with Microsoft 365 and Google Workspace.
• Excellent written and verbal communication; maintain discretion.
• Valid driver's license and ability to travel as needed.
• Experience with Microsoft Word, Excel, Outlook, and PowerPoint.

Responsibilities

• Maintain, organize, and order general office supplies to keep teams well-equipped.
• Greet visitors, sign in, and provide a welcoming, professional experience.
• Manage and organize team schedules and appointments using calendar tools.
• Coordinate and book domestic and international travel for executives.
• Take accurate meeting notes and distribute follow-up items.
• Answer, screen, and direct incoming calls professionally.
• Receive and communicate messages accurately and timely.
• Assist with administrative and project work using Microsoft 365 and other tools.
• Support executives and team with day-to-day administrative needs.
• Maintain organized files and handle confidential information with discretion.

Skills

Executive support

Office administration

Multitasking

Time management

Communication

Education

High school diploma or GED

Tools

Microsoft 365

Google Workspace

Microsoft Word

Excel

Outlook

PowerPoint

Job description

Description

This position provides high-level administrative support to help ensure the office operates efficiently, professionally, and smoothly. The ideal candidate is highly organized, detail-oriented, and comfortable managing multiple priorities while supporting executive staff, coordinating schedules and travel, and serving as a welcoming first point of contract for visitors and callers. Strong communication skills, professionalism, discretion, and proficiency with modern office technology are essential to success in this role.

Responsibilities:

• Maintain, organize, and order general office supplies, including paper, pens, ink/toner, and other essential materials, ensuring teams have the resources they need to operate effectively.


• Green and sign in visitors, direct them to the appropriate location, and provide a welcoming, professional experience.


• Manage and organize team schedules and appointments using calendar and scheduling applications.


• Coordinate and book domestic and international travel arrangements for executive staff, including transportation, lodging, and related itineraries.


• Take accurate and detailed meeting notes and distribute information or follow-up items as needed.


• Answer, screen, and direct incoming phone calls in a professional and courteous manner.


• Receive and communicate messages and information accurately, professionally, and in a timely manner.


• Assist with administrative and project-based work using Microsoft 365 and other office productivity tools.


• Support executive staff and team members with day-to-day administrative needs as assigned.


• Maintain organized files, documents, and other administrative records while handling sensitive information with discretion.

Requirements

• High school diploma or general education degree (GED) equivalent.


• Valid driver's license.


• Minimum of 5 years of experience as an executive-level administrative assistant or in a comparable administrative support role.


• Demonstrated experience operating multifunction printers, including scanning documents and sending them as email attachments, configuring copy settings, and performing light maintenance such as replacing toner cartridges.


• Experience with office productivity suites, including Microsoft 365 and Google Workspace.


• Proficiency with Microsoft Word, Excel, Outlook, PowerPoint, and other common business applications.


• Strong organizational, time-management, and multitasking skills with the ability to prioritize competing demands.


• Excellent written and verbal communication skills.


• Professional, friendly, and polished demeanor when interacting with executives, employees, visitors, clients, and vendors.


• Strong attention to detail and the ability to maintain accuracy while working under deadlines.


• Ability to work independently, exercise good judgment, and handle confidential or sensitive information appropriately.

Preferred Qualification:

• Typing speed of at least 65 works per minute.


• Previous experience supporting executives, senior leadership, or a fast-paced professional office environment.


• Experience coordinating complex calendars, meetings, and executive travel.


• Strong working knowledge of both Microsoft 365 and Google Workspace.