Future Opening: Executive Assistant to the President - Pipeline - Not Currently Hiring

Executive Assistant

Benefits: Competitive salary, dental insurance, employee discounts, health insurance, paid time off, training & development, vision insurance

This position is not currently open. We are accepting applications for future opportunities and potential placement in other roles.

Full-Time | In-Person (Springfield, OH) Pay: $23$30/hr (based on experience)

A Message from Ryan Ruff, President of Kincaid's Music For nearly 70 years, Kincaid's Music has helped musicians, parents, and educators across Ohio begin and advance in instrumental music. As President, my days are filled with leading our team, serving customers, and driving strategy but the daily details often pull me away from what moves us forward. I'm looking for a trusted, long-term Executive Assistant who can take ownership of those details, keep me focused, and build the systems that make everything run smoothly. This is not a short-term administrative role. It's a partnership built on trust, communication, and shared purpose. If you thrive on bringing order to complexity and find satisfaction in seeing things through, I'd love to meet you. Ryan Ruff

About Kincaid's Music Since 1955, we've been a trusted guide for families, schools, and musicians who believe music should be accessible to everyone. We combine small-town care with big-picture capability blending tradition, technology, and expertise to make music education simple and rewarding.

About the Role

We're seeking a highly organized, tech-savvy Executive Assistant to manage communication, scheduling, and follow-through for the President. This is for someone who takes pride in helping a leader operate at their best and is ready to grow into a trusted right hand.

What You'll Do

• Manage the President's inbox, calendar, and communication flow.
• Maintain a structured "Perfect Week" schedule that protects focus time.
• Conduct daily sync meetings to review action items and priorities.
• Translate meetings and messages into completed tasks and follow-ups.
• Handle administrative tasks, paperwork, and coordination with internal teams.
• Maintain a living documentation system ("Playbook") for recurring processes.
• Use technology and AI tools to automate and simplify workflows.
• Handle confidential information with absolute discretion.

You're a Great Fit If You

• Are trustworthy, dependable, and proactive.
• Love bringing structure to chaos and clarity to complexity.
• Anticipate needs before they're spoken.
• Communicate clearly and professionally.
• Are comfortable with technology and AI tools.
• Take pride in being the person who makes things happen behind the scenes.
• See this as a long-term partnership, not just a job.

What Success Looks Like

• The President ends most days at or near Inbox Zero.
• Meetings and follow-ups run on time nothing falls through the cracks.
• Systems are clearly documented and repeatable.
• You and the President have a steady rhythm of trust and communication.
• Hours of time are reclaimed weekly for leadership and strategy.

Qualifications

• 3+ years in an executive assistant, administrative, or operational support role.
• Exceptional organization, follow-through, and communication skills.
• Proven ability to manage calendars, projects, and confidential information.
• Strong comfort with technology and willingness to learn new tools.
• Experience supporting a senior leader or business owner preferred.
• Background in music, education, or the arts is a plus (but not required).

Why Kincaid's

• Mission-driven company with 70 years of community impact.
• Supportive, down-to-earth culture rooted in our six core values: We Love Musicians. Keep It Simple! Proudly Overcommunicate. We All Make Decisions & Own Our Results. Know What Others Don't, Do What Others Won't. We Row Together.
• A stable, long-term role with room to grow as trust deepens.
• Be part of a company that blends craftsmanship, service, and innovation to keep music alive.

How to Apply

Submit your rsum and a short note explaining why this role feels like a long-term fit. Tell us about a time you helped a leader stay focused, organized, or on track we'd love to hear your story. Compensation: $23.00 - $30.00 per hour