Executive Assistant

Big Ass Fans•Lexington, KY

About The Position

At Big Ass Fans, we’re on a mission to make the world safer, healthier, and more productive. We’re looking for an exceptional Executive Assistant to partner directly with our President & CEO and help drive clarity, focus, and execution at the highest level of the organization. This role goes far beyond traditional administrative support. As a trusted strategic partner, you’ll ensure seamless day‑to‑day operations for the President/CEO—managing complex calendars, coordinating travel and high‑impact meetings, and supporting executive, customer, and company‑wide engagements. You’ll anticipate needs, protect priorities, and keep momentum moving in a fast‑paced, high‑visibility environment. The ideal candidate is highly organized, proactive, detail‑driven, and comfortable navigating constant change with professionalism, discretion, and confidence in a fast-paced environment.

Requirements

Bachelor’s degree strongly preferred
Minimum of 5 years of experience in an extremely fast‑paced environment supporting senior executives
Demonstrated customer‑service experience
Strong administrative support skills with exceptional attention to detail and accuracy
Excellent written and verbal communication skills with strong grammar and word-smithing ability
Proven ability to manage complex calendars and competing priorities
Experience booking domestic and international travel
High level of professionalism with the ability to handle sensitive information with discretion and confidentiality
Ability to work under pressure, prioritize effectively, and manage tight deadlines
Tech‑savvy with the ability to quickly learn and leverage tools such as Outlook, Teams, PowerPoint, Word, Excel, Concur, Egencia, and Google platforms
Flexible and adaptable with work schedules and hours

Nice To Haves

Prior experience planning and executing unique business engagement activities strongly preferred

Responsibilities

Manage the President/CEO’s complex schedule, including meeting preparation, follow‑up, and proactive coordination of priorities to ensure time is used effectively.
Coordinate point‑to‑point domestic and international travel, including flights, hotels, ground transportation, directions, commuting time, and adjusting quickly as priorities change.
Organize, schedule, and reschedule vendor, customer, and internal meetings and events, strategically thinking multiple steps ahead to anticipate needs and resolve conflicts.
Partner with teams across the organization to plan and execute customer, supplier, and vendor visits, creating memorable Lexington‑based experiences that reflect the Big Ass Fans brand.
Monitor and manage calendars, emails, and appointments; prepare agendas, meeting materials, and presentations for internal and external meetings.
Maintain and manage the corporate governance calendar, ensuring timely scheduling, preparation, and follow‑up of key meetings and governance activities.
Prepare and edit executive‑level PowerPoint presentations and other leadership materials.
Support special projects by managing timelines, deliverables, and communication with stakeholders.
Facilitate tours for customers, suppliers, vendors, and partners.
Prepare expense reports and financial documentation accurately and on time.
Serve as a trusted bridge between the President/CEO and internal teams, maintaining the highest level of professionalism, confidentiality, and discretion.
Collaborate closely with Executive Assistants across the organization to align priorities and ensure seamless coordination.
Proactively keep the President/CEO informed, prepared, and equipped for upcoming commitments by following up with teams to gather materials in advance.