What are the responsibilities and job description for the Executive Assistant position at Kansas City Live!?
Executive Assistant & Office Operations Support
We’re seeking a highly organized, personable, and detail-oriented Executive Assistant & Office Operations Support professional to serve as both the face of our office and the trusted support partner to our leadership team. This role is perfect for someone who thrives in a fast-paced environment, loves building strong internal and external relationships, and takes pride in keeping things running smoothly—from the front desk responsibilities to general finance management and executive-level support.
Key Responsibilities:
Calendar & Communication Management Tools
- Provide high-level administrative support to executive leadership using Outlook, Microsoft Teams, and Zoom
- Coordinating executive schedules, meetings, and tasks
- Greet and welcome guests, clients, and vendors—ensuring a warm, professional first impression. Responsible for making hospitality arrangements for meetings, including organizing refreshments, meals, and snacks.
- Manage front desk operations, including mail, calls, deliveries, and supplies.
- Maintain the appearance and functionality of shared office spaces.
Financial Tracking & Expense Management Systems
- Expense Reporting
- Budget Tracking
- Invoice handling
- Proficiency in Excel
- Attention to detail is a must
- Data Entry
- Reconciliation
- Basic Financial Literacy
Task & Project Management Tools
- Tracking office-related projects
- Supporting cross-functional work
- Organization
- Follow-up
- Cross-team coordination
Documentation & File Management Systems
- Procurement platforms (Amazon, Staples)
- Vendor Communications
- Office logistics
- Help maintain accurate records and files for internal audits and compliance.
Qualifications:
- 2 years in an administrative, executive assistant, or office coordinator role (experience in finance support a plus).
- Strong communication and interpersonal skills—comfortable interacting with executives, clients, and vendors.
- Proficient with Microsoft Office Suite, Google Workspace, and basic accounting software (e.g., QuickBooks, Xero, or similar).
- Excellent attention to detail, time management, and multitasking abilities.
- Discretion and professionalism in handling sensitive information.