Administrative Assistant I (Communications Department)

Kentucky Farm Bureau; Louisville (KY); On-site; USD 42,000 - 56,000; Full time

Job summary

Kentucky Farm Bureau in Louisville, KY is seeking an on-site Administrative Support Specialist serving the Communications Director and department managers. You will handle office tasks, invoice processing, travel arrangements, and content updates for digital platforms.

The role requires a strong communications background, proficiency in Microsoft Office, Canva a plus, and a highly organized, professional approach to supporting a fast-paced communications team.

Qualifications

• A combination of formal education, training, and experience to acquire the knowledge and skills equivalent to those possessed by a high-school graduate or acquired through two years of college.
• Associates degree preferred.
• Communications background preferred.
• Performs tasks in a professional manner and maintains accuracy and attention to detail.

Responsibilities

• Delivers friendly customer service as the first point of contact for visitors and interview sessions.
• Establishes professional relationships with Communications staff and stakeholders.
• Helps schedule meetings and coordinates agendas and AV needs.
• Produces and updates content on TV monitors across offices.
• Receives, codes, and uploads department invoices into the financial system.
• Tracks advertising revenue checks and assists with deposits.
• Supports budget documentation and variance reporting.
• Manages department travel arrangements and expense reporting.
• Drafts templated press releases for various announcements.
• Maintains Google Business Profiles and responds to reviews.
• Supports social media program by uploading content and scheduling subscriptions.
• Proofreads communications for accuracy and consistency.
• Assists with research and gathering information for publications.

Skills

Communications background

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Education

High school diploma or equivalent

Associates degree preferred

Tools

Canva

Graphic design software

Job description

Min

Max

Overview

*This is an on-site position located in Louisville, KY*

This position provides direct administrative support to the Communications Director and the department’s Managers while serving as a liaison between the Communications team and other departments within KFB. The role is also responsible for general administrative support, purchasing and invoice processing, departmental research, tracking and reporting, meeting organization and scheduling, coordination of travel arrangements, telephone coverage, correspondence creation and distribution, digital platform updating, proofreading, and a variety of other support roles to assist KFB’s overall communications functions.

Responsibilities

Delivers friendly customer service as the first point of contact for visitors coming to and individuals corresponding with the Communications department. Serves as the department’s greeter, welcoming and ushering in guests (internal and external) for interviews, video and podcast productions, photo shoots, etc., and gives Studio tours as needed.

Establishes and maintains professional relationships with the Communications staff and all KFB stakeholders in both the Insurance Company and the Federation.

Helps schedule departmental meeting times and locations, coordinating the production of agendas, supporting materials, and any audio/visual needs for those engagements.

Produces, refreshes, and archives KFB’s employee-based content displayed on TV monitors in the State Office and the 15 Regional Offices across the state.

Collects, codes, acquires approval signatures for, and uploads department’s invoices into the company’s financial system.

Tracks receipt of, codes, and records totals of incoming advertising revenue checks for KFB News magazine. Delivers physical checks to Accounting department for deposit.

Helps Director manage the department’s budget documentation, organizing and submitting budget documents and variance reporting as needed, and tracks year-over-year expenses.

Uses and manages a company credit card for approved departmental purchases and completes associated monthly expense reporting.

Assists with the research and procurement of products (signs, banners, props, and other materials) needed to support departmental productions.

Drafts and distributes templated press releases for new agent signings, agency office relocations or openings, agent sales conference awards, and annual insurance awards.

Maintains and updates KFB’s Google Business Profiles and other digital presences for all offices through Yext software. Monitors and replies to all reviews left on Google Business.

Supports KFB Insurance agents’ social media program by uploading new content into distribution management software, Hearsay Social, and scheduling monthly subscriptions.

Ensures accuracy of corporate communications by proofreading documents for department.

Supports publications team with research and gathering of information as needed.

Distributes messages from the department’s email addresses. Monitors inboxes for messages received and shares emails requiring response with appropriate staff.

Requests, gathers, and archives the staff’s monthly reports. Helps Director track statistics for and produce the department’s quarterly and year-in-review reports.

Tracks department’s annual goals progress and updates reporting based on staff feedback.

Coordinates travel arrangements for department staff and uses company credit card to manage expenses associated with booking airfare, rental cars, overnight lodging, conference registration, etc. Arranges staff use of company pool vehicles as needed.

Receives, sorts, and distributes departmental mail, invoices, and checks. Manages department’s outgoing mail/shipping needs in coordination with company mailroom services.

Oversees the department’s archiving and recordkeeping function. Organizes and manages departmental physical inventories kept in storage and supports detailed cataloguing of digital assets by uploading photos and videos into CatDV storage system.

Applies KFB’s Guiding Principles in daily work and decision making.

This list of essential functions is non-exhaustive and may be supplemented as necessary.

Job Specifications

Physical demands: Normal vision/hearing (with or without correction); Speaking; Sitting.

Mental demands: Flexibility to respond quickly to changing priorities; Ability to handle sensitive issues in a confidential manner; Frequent interruptions and high volume; Mature judgment; Critical thinking.

Environment factors: Standard office lighting, temperature, and noise.

Equipment: Telephone; Keyboard (typewriter and PC); Calculator; Office machines (fax, copier, shredder, computer printers).

Qualifications

A combination of formal education, training, and experience to acquire the knowledge and skills equivalent to those possessed by a high-school graduate or acquired through two years of college. Associates degree preferred.

Communications background preferred.

Preferred experience with Canva or other graphic design software.

Performs tasks in a professional manner. Uses correct grammar in conversation and written correspondence. Pays attention to details needed for accuracy and consistency of information.

Manages time well, displays strong organizational skills, and juggles multiple priorities with minimal supervision while upholding customer service expectations.

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

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

Strong interpersonal skills and able to work well with people at all levels of the organization.

Ability to recommend process innovations and improvements.

Strong working knowledge of Microsoft Word, Excel, PowerPoint, Teams, and Outlook.

Regular, predictable attendance as employee must physically work in the office.

The candidate’s accuracy and attention to detail is essential for success in this role.