Executive Administrative Assistant

Job Details

Job Location: 9911 Shelbyville Rd - Suite 200 - Louisville, KY 40223Position Type: Full TimeEducation Level: High SchoolJob Shift: Any

Extell Financial Services

Qualifications

About Us:

Extell Financial Services, Inc. (EFS) provides financial accounting and reporting, information technology, operations, and human resource services exclusively for Extell Development Company and its affiliates.  Founded and headed by Gary Barnett, Extell Development Company is a nationally acclaimed real estate developer of luxury residential, office, retail, and hospitality properties, operating in Manhattan and other premier location across the nation.  Experiencing outstanding growth since its founding in 1989, this innovative company’s growing portfolio exceeds twenty-five million square feet.  EFS is integral to the success of Extell Development Company; voted one of the Best Places to Work in Kentucky; and in 2022, received recognition as one of the fastest growing local businesses by Louisville Business First.

 

Summary of Responsibilities:
The Executive Administrative Assistant provides administrative support to the President, office staff, and other executives as necessary.  This role demands exceptional organizational acumen, discretion, and the ability to manage complex schedules, communications, and high-level engagements. The Executive Administrative Assistant will liaise with internal stakeholders ensuring seamless operations and representing the company with professionalism and poise.

Essential Functions:

• Manage and prioritize an active calendar of appointments, meetings, and travel, ensuring optimal time management and preparedness.
• Serve as the primary point of contact for internal and external communications, exercising sound judgment and confidentiality.
• Coordinate meetings, including agenda preparation, attendee logistics, and follow-up actions.
• Prepare and edit correspondence, presentations, reports, and other documents with precision and attention to tone and branding.
• Arrange travel itineraries, accommodations, and meeting materials.
• Maintain and organize files and contact lists, keeping sensitive information secure.
• Support the President and other staff in personal and professional matters, including errands, special projects, and event coordination.
• Act as a liaison between the President and senior leadership, clients, and external stakeholders.
• Anticipate needs and proactively address administrative and operational challenges.
• Assist other departments and executive team members as needed, fostering a collaborative and responsive environment.

 

Education/Experience Requirements:

• Minimum of 5 years of experience supporting senior executives, ideally in real estate, hospitality, or corporate environments.
• High school diploma required; college degree preferred.
• Ability to communication clearly, professionally, and respectfully.
• Exceptional ability to manage multiple priorities, maintain accurate records, and flawlessly execute tasks.
• Advanced skills in Microsoft Office Suite and other productivity tools. 

 

Work Environment:

• Monday through Friday in-office position with occasional nights and weekends.
• Requires ability to work independently and thrive in a fast-paced, entrepreneurial setting.

 

 

*Equal Opportunity Employer