Executive Assistant

Executive Administrative Assistant

The Executive Administrative Assistant provides high-level administrative support to the Chief Financial Officer (CFO), Chief Operating Officer (COO), Chief Administrative Officer (CAO), and Chief Commercial Officer (CCO). This role is responsible for managing complex calendars, coordinating executive communications, organizing meetings, and supporting strategic initiatives. The ideal candidate is highly organized, proactive, and able to manage multiple priorities with professionalism and discretion.

Essential Functions

• Provide high-level administrative support to the CFO, COO, CAO, and CCO.
• Manage complex calendars, schedule meetings, and coordinate executive availability.
• Prepare and edit correspondence, presentations, reports, and other executive-level documents.
• Handle confidential information with a high degree of professionalism and discretion.
• Coordinate domestic and international travel arrangements, including flights, accommodations, and itineraries.
• Schedule and coordinate leadership meetings, prepare agendas, and assemble meeting materials.
• Record meeting notes and track action items as needed.
• Assist in organizing executive offsites, company meetings, and special events.
• Support cross-functional projects and initiatives led by the executive team.
• Serve as a key point of contact between executives and internal/external stakeholders.
• Prioritize and manage incoming requests to ensure timely follow-up and communication.
• Maintain organized filing systems, records, and documentation.
• Assist with expense reporting, budgeting, and administrative financial tasks.
• Support the development of leadership reports, dashboards, and presentations.
• Coordinate logistics for departmental initiatives and activities.
• All other duties, as required.

Core Competencies

• Communication
• Results Oriented
• Initiative/Urgency
• Problem Solving
• Interpersonal Skills/Teamwork
• Flexibility/Adaptability

Job Specific Competencies

• Organization & Prioritization
• Professional Communication
• Attention to Detail
• Confidentiality & Discretion
• Collaboration & Relationship Management
• Technology Proficiency (Microsoft Office Suite)

Work Environment

This job operates in a professional office environment in our Hebron, KY headquarters. This role routinely uses standard office equipment such as computers, phones, photocopiers, etc. which creates low-moderate noise.

Physical Demands

The employee is regularly required to sit for extended periods at a computer workstation. Other demands include:

• Standing, walking, and light-to-moderate lifting
• Close-vision requirements for computer work
• Ability to remain in a state of alertness and meet deadlines

Expected Hours of Work

This is a full-time, salaried, exempt position. Standard work hours are Monday through Friday, 8:00 a.m. to 5:00 p.m., with additional hours as needed to complete required tasks.

Travel

Travel is minimal and primarily local during business hours. Occasional out-of-area or overnight travel may be required.

Required Education and Experience

• 5+ years of executive administrative support experience, preferably supporting multiple senior leaders.
• Exceptional organizational and time-management skills.
• Strong written and verbal communication skills.
• Ability to independently manage multiple priorities in a fast-paced environment.
• High level of professionalism, discretion, and confidentiality.
• Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Strong attention to detail and problem-solving skills.

Preferred Education and Experience

• Experience supporting C-suite executives.
• Experience coordinating executive-level meetings or board materials.
• Experience in a corporate or manufacturing environment.

Klosterman Baking Company is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.

*This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Other duties, responsibilities and activities may change or be assigned at any time with or without notice.

Klosterman Baking Company