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Executive Assistant - 1423

 

JOB TITLE Executive Assistant
DEPARTMENT: Executive
REPORTS TO: President & CEO
LOCATION: Corporate

 

JOB SUMMARY

The Executive Assistant handles all confidential and routine correspondence and other related secretarial duties and responsibilities for the President/CEO, COO, and VP, General Counsel/Legal Department. Arranges travel and registrations for conferences, seminars and other meetings.  Provides administrative support, as necessary, to the Board of Directors, CFO, and Internal Audit/IS. Prepares legal documents. Arranges and attends Board of Director meetings. 

ESSENTIAL DUTIES AND RESPONSIBILITIES 

 

  • Handles confidential and routine correspondence, word processing, filing, and other administrative support functions. Provides support answering telephones for both Executive Department by providing screening of calls, providing necessary information as appropriate, and/or refer to appropriate personnel.

 

  • Assists with preparation of meeting agendas, gathers/assembles supporting documents, arranges and attends Board meetings, senior staff meetings and other meetings as requested by the President & CEO. Ensures each executive is well prepared with meeting details and any materials. Orders lunches/refreshments for meetings, takes notes, prepares/transcribes draft minutes/reports and proofreads. Distributes approved minutes and reports to appropriate personnel.

 

  • Coordinates the President’s schedule including setting up meetings as requested and ensures all required materials are available.

 

  • Handles hotel reservations, conference/seminar/meeting registrations, flight arrangements through internal or external agents for the President & CEO, COO and VP, General Counsel & Corporate Secretary as needed. Prepares travel expense reports and completes reimbursement forms and processes as necessary.

 

  • Routine copying and distribution of various correspondence, including business plans & budgets, Powerball, Mega Millions, and other game reports.

 

  • Prepares draft correspondence on selected, routine matters for the President’s review and/or signature and distributes the Monthly Report & financials to the Governor. Prepares annual report letters from President and distributes to all legislators, Governor, lotteries, present & past board members, and KLC vendors. As necessary, follows-up with appropriate senior staff for the timely submission of monthly reports, etc.

 

  • Provides administrative and clerical support to the VP, General Counsel & Corporate Secretary, including preparation of legal documents and correspondence, prepares contracts and letters, transcribes tapes, and works on projects as assigned by VP, General Counsel & Corporate Secretary schedules meetings, orders legal publications as needed and files replacements pages, arranges for Kentucky Bar Association (KBA), Louisville Bar Association (LBA) & miscellaneous membership dues to be paid.

 

  • Monitors, calls, faxes, emails, and logs information daily into Legal Management File System regarding vendor contracts for return of signed and/or faxed contracts. Scans contracts and distributes to appropriate staff. Contacts vendors to obtain updated insurance certificates and to request timely return of contracts.

 

  • Assists Paralegal with Legal Department filing of contracts, etc. Keeps Board of Directors files up to date with signed Conflict of Interest and Employee/House Ticket Security Provision

 

  • Orders supplies for both Executive and Legal Departments. Distributes mail for Executive & Legal Departments, in addition to IS/Internal Audit department.

KNOWLEDGE/SKILLS/EXPERIENCE

  • High school diploma or equivalent required. College degree is desirable.
  • Minimum of five years’ experience as an Administrative Assistant/Executive Secretary supporting and dealing effectively and professionally with staff at the executive level, including a Board of Directors.
  • Must have strong verbal, interpersonal and written communication skills.  Excellent grammar and proofreading skills a must. 
  • Ability to handle very sensitive and highly confidential issues with discretion.
  • High level of professionalism and integrity. 
  • Ability to take initiative and make decisions. 
  • Ability to manage a demanding and ever-changing schedule using Outlook, iPhone platform, with close attention to desired priorities of the Executive Team.
  • Demonstrated intermediate to advanced skills in Microsoft Word, Excel, PowerPoint, Outlook, and Intranet navigation. Ability to grasp technology concepts quickly. Ability and willingness to learn new technology and processes.
  • Strong attention to detail and accuracy, excellent organizational skills with ability to prioritize, coordinate and simultaneously maintain multiple projects with high level of quality and productivity.
  • Knowledge of system applications such as DocuShare, legal files software, and ability to train and answer employee questions regarding the same.
  • Familiarity with operations of industry events, conferences/conventions.
  • Ability to work effectively with employees, Board of Directors, clients and vendors. Must be people oriented and enjoy interacting and communicating cooperatively with a wide range of individuals.

SUPERVISORY RESPONSIBILITIES

This position has no supervisor responsibilities.

 WORKING CONDITIONS

  •  Office environment.
  • This role will have designated days in the office to support the executive team and attend board meetings. Option to work remotely – approximately one day a week based on the needs of the business. 

PHYSICAL REQUIREMENTS

  • Ability to lift 20 pounds
  • Standing or sitting: Continuous
  • Moving: Frequent
  • Reaches, writing, fingering, typing: Continuous
  • Talking and/hearing: Continuous
  • Seeing: Must be able to read reports and use a computer: Continuous
  • Sit for long periods of time: Continuous

BENEFITS

We offer a comprehensive employee benefits package including medical, dental, vision, wellness program, health savings account, flexible spending accounts, company paid life insurance, supplemental life insurance, company paid short-term and long-term disability, voluntary benefit plans, generous paid time off plans, retirement plans – including 401(k), 457(b), IRAs, and a money purchase retirement plan in which the company contributes a portion of your base pay.  

 TO APPLY

  •  Interested candidates may send their resume and salary expectations to: klcjobs@kylottery.com 
  • Please indicate “Position #1423” in the subject line of your e-mail.
  • We will only contact candidates who match the qualifications for this role and who are selected for the next steps in the talent acquisition process.

 

Equal Employment Opportunity Employer