Executive Assistant

Fullsight; Northern (KY); Hybrid; USD 55,000 - 90,000; Full time

Benefits offered by this job

Hybrid work arrangement

Job summary

Fullsight is seeking an Executive Assistant to support C-suite executives and board initiatives. You will manage calendar priorities, coordinate meetings, prepare materials, and handle confidential information with discretion.

You will coordinate domestic and international travel, draft correspondence, and partner with the Governance Administrator to ensure governance requirements are met. This role requires diplomacy and proactive problem solving.

Qualifications

• Experience as an executive assistant to VP-level or higher is required.
• Advanced proficiency with MS Office, MS Teams, WebEx, and Concur.
• Experience with domestic and international travel planning.
• Strong ability to manage budgets and expenditures.
• Ability to handle confidential information with discretion.

Responsibilities

• Manage executives' calendars and coordinate meetings with internal staff and external partners.
• Plan domestic and international travel itineraries.
• Prepare agendas, minutes, and materials for board and committee meetings.
• Draft, edit, and proofread routine correspondence.
• Monitor deadlines and ensure timely completion of tasks.
• Process invoices and assist with budget and expense reporting.

Skills

Executive support

Calendar management

Travel coordination

Communication skills

Problem solving

Diplomacy & discretion

Multi-tasking

Attention to detail

Education

Associate's degree in Business/Communications

Bachelor's degree preferred

Tools

MS Office Suite

MS Teams

WebEx

Concur

Job description

The Executive Assistant, CXO provides executive-level and administrative support through high-level problem solving and decision making. This role works directly with the organization's C-suite executives, senior leadership and board and committee members to advance enterprise and organizational-level mission, strategy and objectives. The role requires professionalism and a demonstrated record of enabling executives to carry out their duties with high effectiveness and efficiency while contributing to the success of the overall executive team. Success in this role calls for experience and judgment to plan, accomplish goals and meet deadlines, along with strong self-motivation, work ethic, diplomacy, political awareness, multi-tasking capability and the ability to prioritize work in a dynamic environment.## **Essential Functions** * Provides support for meetings and interactions with internal staff and occasionally with external customers, board and committee members and leaders by creating and editing presentations, reports, business plans and objectives on a recurring basis, and coordinating other correspondence, documents, spreadsheets and presentations based on executive expectations.* Flexibly manages busy calendars for executives through effective prioritization and scheduling of meetings, proactively identifying and managing conflicts in advance of scheduled events, travel arrangements and changes in priorities.* Monitors deadlines, tracks progress toward task completion and communicates when concerns arise.* Handles meeting preparation and logistics, including effective use of audio visual and other tools and technologies.* Coordinates business itineraries, travel arrangements (domestic and international), conferences, meetings and other business functions, including conference registration, proper documentation such as visas, itineraries and representation letters, and changes as needed.* Acts as staff liaison for board-level committees, such as Finance and Audit and Risk, handling logistics and preparing agendas and minutes for those and other committee meetings, assisting the CXOs with managing the committees, and collaborating with the Governance Administrator and CXOs to ensure governance requirements are met.* Performs other administrative duties such as creating requisitions and purchase orders, processing invoices, supplying information, managing budgets, completing and approving expense reports, filing, maintaining records, ordering meals and refreshments, and assisting with various meeting logistics; partners with other assistants to ensure seamless operations of the organization.* Drafts and proofreads routine and non-routine correspondence, for accuracy, completeness and compliance with organizational standards, policies and procedures. ## **Minimum Requirements** * Associate's degree in Business, Communications, or a related field.* 6+ years of experience as an Executive Assistant to a senior executive (VP-level or higher), or an equivalent combination of education and experience.* Advanced proficiency in MS Office (Outlook, Word, Excel, PowerPoint), MS Teams, WebEx, and Concur or similar tools.* Experience with domestic and international travel planning, appointment scheduling, and meeting planning.* Experience with budget and billing responsibilities, including monitoring a CXO budget and managing accounts payable processes* High attention to detail and the ability to produce high-quality work.* Strong ability to multi-task, independently prioritize, and meet deadlines.* Excellent organizational skills and the ability to handle confidential information with discretion.* Strong oral, written, and listening communication skills.* Ability to work effectively under stress and manage change, delays, or unexpected events positively.* Strong interpersonal skills, diplomacy, and cultural awareness.* Ability to identify and resolve problems in a timely manner and contribute to group problem-solving.* Demonstrated ability to work independently while balancing team collaboration.* Professionalism, respect, and effectiveness in interactions across all organizational levels and with external partners.* Initiative, willingness to offer help, and support for a continuous improvement culture. ## **Preferred Qualifications** * Bachelor's degree preferred. ## **Working Conditions and Physical Requirements** This role operates in a standard office environment with a hybrid work arrangement, combining in-office and remote work. The role typically follows regular business hours, with occasional flexibility needed to support executive schedules, meetings, and time-sensitive requests. The pace can be fast and the work varied, requiring effective prioritization and adaptability throughout the day. You must be able to perform the following, with or without reasonable accommodation: * Remain in a stationary position for extended periods, such as sitting or standing at a desk.* Move about the workspace as needed to attend meetings and access equipment or files.* Communicate effectively in both written and verbal formats.* Read and review detailed documents and correspondence.* Work for long periods at a computer or desk.* Lift up to 15 pounds as needed. This role requires the ability to travel approximately 10% of the time, including occasional domestic and international travel to support executive and committee activities.