Executive Assistant

Kibo Capital; Crossville (TN); On-site; USD 60,000 - 78,000; Full time

Job summary

Kibo Capital seeks an Executive Assistant to be a trusted operational partner to the executive team, ensuring focus and efficiency across calendars, communications, and meeting logistics.

The role requires discretion, strong organizational skills, and the ability to handle confidential information while coordinating with senior leaders and external contacts. Office-based with some travel may be involved.

Qualifications

• Minimum four years of administrative or executive-support experience.
• Experience supporting senior leadership.
• Strong communication, organization, proofreading, and follow-through skills.
• Discretion when handling sensitive information.
• Ability to manage competing priorities and work independently.

Responsibilities

• Manage executive calendars, meetings, travel arrangements, and related logistics.
• Prepare and edit correspondence, reports, presentations, and meeting materials.
• Coordinate board and committee meetings, assemble packets, and prepare draft minutes.
• Track deadlines and action items; coordinate follow-up with internal teams and external contacts.
• Organize confidential records and communications with appropriate access control.
• Prepare expense reports and coordinate administrative needs.
• Support special projects as assigned.

Skills

Communication skills

Organization

Proofreading

Discretion

Multitasking

Independence

Education

High school diploma or equivalent

College education or equivalent experience

Tools

Microsoft Office

Job description

Position Summary

The Executive Assistant serves as a vital operational partner to the executive team, ensuring organizational focus and efficiency by overseeing calendar management, internal and external communications, meeting logistics, and action-item tracking. This hands-on role is suited for an adaptable self-starter who thrives on variety, takes initiative with minimal supervision, and seamlessly adjusts to shifting priorities. The successful candidate brings exceptional organizational skills, high dependability, resourcefulness, and absolute discretion when handling sensitive or confidential information.

Key Responsibilities

• Manage executive calendars, meetings, travel arrangements, and related logistics.


• Prepare and edit correspondence, reports, presentations, and meeting materials.


• Coordinate board and committee meetings, assemble meeting packets, and prepare draft minutes for review and approval.


• Track deadlines, commitments, and action items; coordinate follow-up with internal teams and outside contacts.


• Organize communications and confidential records, maintaining appropriate access and separation of company information.


• Prepare expense reports, organize invoice documentation, and coordinate administrative needs.


• Support special projects and perform other related duties as assigned.

Required Qualifications

• High school diploma or equivalent and at least four years of administrative or executive-support experience, including support for senior leadership.


• Strong communication, organization, proofreading, and follow-through skills.


• Sound judgment and discretion when handling sensitive information.


• Ability to manage competing priorities, work independently, and recognize when direction is needed.


• Proficiency in Microsoft Office applications and ability to learn new systems.

Preferred Qualifications

• Experience supporting corporate officers, boards, or multiple businesses.


• Experience preparing board materials, drafting meeting minutes, or coordinating executive projects.


• Relevant college education or equivalent professional experience.

Work Environment and Physical Requirements

Work is primarily office-based and involves regular computer use, preparing and reviewing documents, communicating with others, and moving within the office to coordinate meetings and materials. Occasional business travel, up to 10%, may be required.

Employees must be able to perform the essential functions of the position with or without reasonable accommodation. Reasonable accommodations will be provided as required by applicable law.

We are an equal opportunity employer.