Executive Assistant

Job Description Summary
The Executive Assistant's primary responsibility is to provide assistance and support to ownership and the executive leadership team. The Executive Assistant supports TIFECs vision, mission, and goals through planned work activity, while additionally providing support to associates, guests, clients and vendors. The Executive Assistant creates and disseminates professional and timely communications to all individuals, as well as graciously greet and direct guests, both in person and on the telephone or via email.

Job Description

Essential Functions

• Act as the TIFEC Receptionist by kindly greeting all associates by name, welcoming guests and assisting vendors in a friendly, hospitable manner.
• Assist the Chief of Staff in scheduling meetings and events for the TIFEC Executive Team.
• Manage the calendars of the Executive Team, as well as schedule meetings on their behalf, coordinating attendees' schedules, to ensure meeting availability and the most efficient use of time.
• Manage the private jet flight scheduling, including catering, ground transportation, and hotel needs.
• Manage the Sporting KC suite ticket distribution for ownership, order catering for each match, and attend some matches as a Suite Host.
• Manage ticket distribution for various sporting events (i.e., Royals games, KU Men's Basketball).
• Manage the conference room calendars and ensure conference rooms are tidy and ready before every meeting.
• Arrange facilities and catering, as necessary for meetings, programs, and events with strong focus on elevating the client and associate experience.
• Assist in coordinating in-town visits by clients, sponsors, and vendors.
• Manage events for the office, such as company anniversaries, birthday celebrations, and culture initiatives.
• Provide general administrative support to TIFEC executives, such as expense reports, procurement card verifications, tracking data, and record keeping.
• Order and maintain office and breakroom supplies, Including branded materials, as well as manage the general functions of the TIFEC facility.
• Perform a variety of clerical duties such as photocopying, faxing, filing and collating.
• Receive, sort, and forward all incoming mail, responding to routine external correspondence as necessary.
• Field phone calls and take messages, as well as manage email communications, as requested.
• Act as the contact person for all external entities.
• Direct all visitors to their appropriate destination, recording names and affiliations as necessary.
• Work independently and within a team on special, nonrecurring and/or ongoing projects.
• Monitor all of the security cameras to keep track of who is in the building.
• Ensure all doors are locked at appropriate times.
• Perform regular building walkthroughs for upkeep needs, reporting any maintenance issues that may need to be addressed. This could be work orders with the building maintenance or communication with our internal development and construction team.
• Represent TIFEC in a professional manner at all times.
• Perform other related tasks as assigned.

Personal Attributes

• Strong organizational, communication, and interpersonal skills, including clear, concise, and polished written and verbal communication.
• High level of interpersonal skills to handle sensitive, confidential situations, and information.
• Ability to be flexible and available 24/7 for occasional on-call needs.
• This is an in-office position Monday - Friday 8:00am - 5:00pm
• Ability to organize work effectively, conceptualize and prioritize objectives and exercise independent judgment based on an understanding of organizational policies and activities.
• Independent judgement to plan, prioritize and organize a diversified workload.
• Provide excellent customer service, presenting a friendly and welcoming personality.
• Self-motivated and goal-driven with an ability to "figure-it-out" regardless of the project.
• Excellent phone etiquette.
• Excel working in a team environment.
• Strong use of critical and analytical thinking processes.
• Professional appearance and attitude.

Skills and Experience

• Minimum of a High School Diploma or G.E.D. Certificate required, Bachelor's Degree preferred.
• Experience working in a customer service or administrative role. A minimum of two years of Executive Assistant experience preferred but not required.
• Strong typing skills.
• Writing, proofing, and editing abilities.
• Proficient in Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint and Calendar.
• Must be a commissioned Notary Public or willing to obtain notary certification.

Physical Abilities


The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions:

• Required to sit for long periods of time, with occasional standing and walking.
• Use hands to finger, hand or feel objects, tools or controls.
• Frequent stooping, bending, pulling and pushing.
• Reach with hands and arms.
• Required to talk and hear consistently.