Executive Assistant

• 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.

• 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
• Prior experience planning and executing unique business engagement activities strongly preferred
• 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

Think you have what it takes, but your background doesn’t perfectly align with this role? No sweat! If this position gets your fan spinning, we encourage you to apply and tell us how you’ll succeed with your unique skills in your application.

• Shadow President in various meetings and daily workflows
• Learn calendar management preferences (buffers, priorities, travel, prep time)
• Get trained on internal tools (email, calendar, project management, expense systems)
• Meet key stakeholders and leadership partners
• Review prior meeting notes, calendars, communications, and workflows

• Take full ownership of calendar management and meeting preparation
• Prepare agendas, briefing materials, and follow‑up notes
• Coordinate travel, expenses, and logistics
• Filter and prioritize emails and requests
• Begin suggesting improvements to workflows or processes
• Support key recurring meetings (leadership, board prep, external meetings)

• Proactively manage competing priorities and trade‑offs
• Lead preparation for high‑stakes meetings or events
• Create systems for information tracking, follow‑ups, and reminders
• Handle sensitive information independently and appropriately
• Support strategic initiatives or department‑wide projects
• Provide feedback and suggestions to improve executive effectiveness