Executive Administrative Assistant

Kinsley Power Systems; Reno, Northern (NV, KY); Hybrid; USD 48,000 - 66,000; Full time

Job summary

Kinsley Power Systems in Reno, NV seeks an Executive Administrative Assistant to support the Executive Leadership with calendars, travel, and confidential communications. The role requires meticulous organization, proactive problem solving, and professionalism to help drive efficiency across departments.

Responsibilities include preparing agendas, taking minutes, coordinating meetings and events, managing reports and presentations, and handling sensitive information with discretion.

Qualifications

• 3+ years of senior leadership administrative support in a corporate or operations setting.
• Associate or bachelor’s degree preferred; equivalent experience considered.
• Experience in overseeing budgets, expenses, and developing internal processes and filing systems is preferred.

Responsibilities

• Manage calendars, schedule meetings, and coordinate travel arrangements.
• Prepare meeting agendas, take detailed minutes, and track follow-up items.
• Serve as a liaison between executive leadership and internal teams, guests, and external partners.
• Draft, proofread, edit and manage correspondence, reports, and presentations.
• Assist with project tracking, data collection, and reporting for key business initiatives.
• Handle confidential information with integrity and discretion.
• Coordinate and route time-sensitive documents for approvals, adhering to specific protocols.
• Coordinate logistics for internal and external meetings, events, and site visits.
• Support Executive Leadership in managing priorities, deadlines, and communications.
• Perform general administrative duties such as expense reporting, supply ordering, and office coordination.
• Screen and direct incoming calls, emails, and correspondence.

Skills

Calendar management

Communication

Discretion

Time management

Travel coordination

Office coordination

Meeting support

Education

Associate or Bachelor's degree preferred

Tools

Microsoft Office Suite

Job description

SUMMARY

The Executive Administrative Assistant will be a master of time management, communication, and discretion, capable of handling a wide range of administrative and executive support-related tasks with minimal supervision. The ideal candidate will be highly organized, proactive, detailed oriented, highly professional and serve as a trusted partner to the assigned Executive Leadership, ensuring smooth coordination across departments and helping drive business efficiency.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Primary duties and responsibilities include, but are not limited to the following:

• Manage calendars, schedule meetings, and coordinate travel arrangements.


• Prepare meeting agendas, take detailed minutes, and track follow-up items.


• Serve as a liaison between executive leadership and internal teams, guests, and external partners.


• Draft, proofread, edit and manage correspondence, reports, and presentations.


• Assist with project tracking, data collection, and reporting for key business initiatives.


• Handle confidential information with integrity and discretion. Organize and maintain confidential files and records.


• Coordinate and route various time sensitive documents for approvals, adhering to specific protocols.


• Coordinate logistics for internal and external meetings, events, and site visits.


• Support Executive Leadership in managing priorities, deadlines, and communications.


• Perform general administrative duties such as expense reporting, supply ordering, and office coordination.


• Screen and direct incoming calls, emails, and correspondence. Read and respond to emails assigned.


• Liaise with internal team members at all levels, as well as external guests.


• Support other administrative staff as needed and contribute to team efforts.


• Oversee contract review and approval routing.


• Plan and orchestrate work to ensure that Executive Leadership priorities are met, organizational goals are achieved, and best practices are upheld.


• Handle assigned projects


• Any other duties assigned within the scope of this job description.

KNOWLEDGE/SKILLS/ABILITIES

• Strong organizational, time management and multitasking abilities.


• Excellent written and verbal communication skills.


• Proficiency in Microsoft Office Suite and calendar management tools.


• Ability to handle sensitive, confidential information about the company and its staff with discretion and professionalism.


• High level of initiative and problem-solving skills.


• Must be able to listen and respond to guest inquiries in a positive and professional manner.


• Flexible team player, willing to adapt to changes and unafraid of challenges


• Ability of complex reading, writing, math, and task completion skills are required.


• Must have the following skills: clerical, compiling, coordination, analyzing, following instructions, memorization, problem solving, independent judgment, and decision making.


• Must be a minimum of 21 years of age.

EDUCATION and/or EXPERIENCE

• Minimum 3 years of senior leadership administrative assistant, senior administrative assistant, or executive support experience in a corporate or operations setting is required or any combination of education, training, or experience that provides the required knowledge, skills, and abilities. Casino resort experience preferred.


• Associate or bachelor’s degree preferred; equivalent experience considered.


• Experience in overseeing budgets, expenses, and developing internal processes and filing systems is preferred.

PHYSICAL DEMANDS

• While performing the duties of this job, the team member is constantly sitting, occasionally reaching overhead, bending over, standing and walking during the duration of their shift.


• Must be able to push/pull up to 25lbs occasionally.


• The team member will frequently have repetitive use of both hands and occasional light and firm/strong grasping motions as well as finger dexterity.


• Constant use of vision abilities is required including distance, depth perception, field of vision, and color vision.


• The physical demands described here are representative of those that must be met by a Team Member to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

WORK HOURS

Tues­day – Saturday Day/Swing shift preferred with flexibility as needed.

WORK ENVIRONMENT

• Work performed indoors alone and frequently with and around others. Team Member will perform work face-to-face including verbal contact with others on extended shifts around computer equipment and other mechanical devices.


• The noise level in the work environment is usually moderate.


• Team Member may be exposed to secondhand smoke.


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