Executive Administrator

Kolar Design•Cincinnati, OH

23d•Onsite

About The Position

Objective & Responsibilities of the Role: Executive & Personal Support Manage the CEO’s professional and personal calendar, including complex scheduling, time blocking, and prioritization. Coordinate logistics for meetings, calls, travel, events, and personal commitments with discretion and accuracy. Monitor the CEO’s inbox, assist with drafting responses, and prioritize follow-ups. Track key action items and priorities; assist with follow-through on CEO-led initiatives. Prepare meeting agendas, notes, presentations, and executive materials. Coordinate travel logistics, event registrations, and visitor hospitality as needed. Maintain strict confidentiality and professionalism across all executive and personal matters. Internal Coordination & Office Support Support scheduling and logistics for internal meetings, leadership sessions, and company events, as needed. Take and organize meeting notes, distribute follow-ups, and track deliverables when needed. Serve as a point of contact for cross-departmental coordination related to CEO priorities. Assist with office-related needs and executive operations as they arise. Help document processes, templates, and workflows tied to executive support. Sales, Marketing & Business Support Provide administrative and coordination support for sales, marketing, and business development efforts as needed. Assist with CRM updates, lead tracking, proposals, presentations, or event logistics when requested. Support preparation for conferences, speaking engagements, networking events, and client meetings. Help coordinate materials, internal inputs, and timelines for external-facing initiatives. Projects & Priorities Support the CEO in advancing special initiatives, including research, planning, and execution. Assist with preparation for board meetings, speaking engagements, and high-priority deadlines. Serve as a thought partner on prioritization, organization, and time management. Step in wherever needed to support the CEO and leadership team in a fast-moving environment.

Requirements

Bachelor’s degree in Business Administration, Communications, Management, or a related field (or equivalent professional experience supporting executive-level leaders).
5+ years of experience supporting executive-level leaders (CEO or equivalent preferred).
Proven experience managing complex calendars and competing priorities.
High level of discretion, professionalism, and trustworthiness.
Strong organizational skills with exceptional attention to detail.
Confidence working closely with senior leadership and external stakeholders.
Ability to adapt quickly, manage ambiguity, and shift priorities as needed.
Willingness and ability to work fully in-person in Cincinnati.
Strong written and verbal communication skills.

Nice To Haves

Experience supporting a small to mid-sized organization (under 50 employees), with comfort wearing multiple hats.
Experience in a professional services, design, architecture, or creative firm.
Experience supporting a founder or CEO in a professional services or agency environment.
Familiarity with EOS (Entrepreneurial Operating System).
Experience with Google Workspace, Microsoft Office, HubSpot, or similar tools.
Exposure to sales, marketing, or business development environments.
Experience supporting both professional and personal executive needs.

Responsibilities

Manage the CEO’s professional and personal calendar, including complex scheduling, time blocking, and prioritization.
Coordinate logistics for meetings, calls, travel, events, and personal commitments with discretion and accuracy.
Monitor the CEO’s inbox, assist with drafting responses, and prioritize follow-ups.
Track key action items and priorities; assist with follow-through on CEO-led initiatives.
Prepare meeting agendas, notes, presentations, and executive materials.
Coordinate travel logistics, event registrations, and visitor hospitality as needed.
Maintain strict confidentiality and professionalism across all executive and personal matters.
Support scheduling and logistics for internal meetings, leadership sessions, and company events, as needed.
Take and organize meeting notes, distribute follow-ups, and track deliverables when needed.
Serve as a point of contact for cross-departmental coordination related to CEO priorities.
Assist with office-related needs and executive operations as they arise.
Help document processes, templates, and workflows tied to executive support.
Provide administrative and coordination support for sales, marketing, and business development efforts as needed.
Assist with CRM updates, lead tracking, proposals, presentations, or event logistics when requested.
Support preparation for conferences, speaking engagements, networking events, and client meetings.
Help coordinate materials, internal inputs, and timelines for external-facing initiatives.
Support the CEO in advancing special initiatives, including research, planning, and execution.
Assist with preparation for board meetings, speaking engagements, and high-priority deadlines.
Serve as a thought partner on prioritization, organization, and time management.
Step in wherever needed to support the CEO and leadership team in a fast-moving environment.