Strategic Assistant

Job DetailsJob Location: 9911 Shelbyville Rd - Suite 200 - Louisville, KY 40223Position Type: Full TimeEducation Level: Not SpecifiedJob Shift: Any
About Us:

Extell Financial Services, Inc. (EFS) provides financial accounting & 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 primarily in Manhattan and other premier locations across the nation. Experiencing outstanding growth since its founding in 1989, the 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 Strategic Assistant serves as a high-impact partner to the President/COO across five companies—Extell Financial Services (EFS), Extell Development Company (EDC) Extell Management Services (EMS), Extell Hospitality Services (EHS) and Extell Marketing Group (EMS). This role goes beyond traditional executive assistant responsibilities and plays an integral part in operations, project management, internal communications, and cross-departmental coordination.

The ideal candidate is proactive, highly organized, resourceful, and able to anticipate needs before they arise. They thrive in a fast-moving environment, can manage sensitive information with discretion, and are comfortable switching between strategic business tasks and occasional personal support.

Essential Job Functions:

Executive & Strategic Support

Act as a trusted partner to the President/COO, helping manage priorities, deadlines, and strategic initiatives.
Manage complex calendars, scheduling, and coordination across multiple companies and time zones.

Actively manage high email volume, ensuring urgent matters are brought forward immediately.
Prepare briefing documents, agendas, meeting materials, and executive summaries.
Attend meetings as needed to track action items and ensure timely follow-through.
Conduct research and compile data to support decision-making.
Serve as communication gatekeeper—review emails and internal updates on behalf of the President/COO.

Operations & Project Management

Support operational initiatives across all business entities, ensuring alignment and smooth execution.
Track and manage ongoing projects, deadlines, and deliverables; escalate issues when appropriate.
Collaborate with accounting, HR, property management, and operations teams to gather information, follow up, and close loops.
Assist in coordinating cross-functional processes such as onboarding, performance management, and internal events.
Help streamline workflows, improve efficiency, and develop standardized processes.

Administrative & Organizational Support

Handle daily administrative tasks including email filtering, meeting prep, expense management, and document organization.
Maintain files, contacts, and records across multiple entities.
Support internal communication flow between leadership and department heads, providing reminders and follow-up to ensure commitments stay on track.

Personal Support (as needed)

Manage occasional personal tasks and errands
Assist with scheduling personal appointments, reservations, and gift arrangements.
Handle time-sensitive personal matters with discretion and reliability.

Qualifications
Education / Experience Requirements:

5+ years of experience in executive support, operations, or project management (experience supporting C-level preferred).
Exceptional organizational skills with the ability to manage competing priorities.
High accuracy, strong attention to detail, and excellent common sense.
Strong written and verbal communication skills; polished and professional demeanor

High emotional intelligence, discretion, and ability to maintain confidentiality.
Proactive problem-solver with strong anticipation skills.
Comfortable working in a dynamic environment supporting multiple business entities.
Strong computer literacy with a variety of business applications, including but not limited to Microsoft 365, Excel, Word, PowerPoint.
Ability to travel occasionally and work flexible hours as needed.
Valid driver’s license for running local errands.

Key Competencies:

Ownership & Initiative – Takes full responsibility for tasks; sees needs before they are spoken.
Operational Savvy – Understands systems, workflows, and how to move initiatives forward.
Communication Excellence – Professional, concise, and capable of representing the executive voice.
Adaptability – Able to shift between strategic, administrative, and personal tasks seamlessly.
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