Administrative Assistant

Position Overview:

Lincoln Trail Area Development District (LTADD), a multi-jurisdictional, planning and development agency, is seeking a motivated, team-oriented and dynamic individual to serve as Administrative Assistant. This position is responsible for providing comprehensive administrative and clerical support to ensure efficient operation of all LTADD divisions with strong emphasis on supporting executive staff. Responsible for managing daily office tasks, coordinating communications, and supporting all staff and leadership with organizational and operational needs, requiring a strategic and detail-oriented professional. Performs activities necessary for efficient secretarial and/or clerical services for the Executive Office.

Duties & Responsibilities:

· Answer and direct incoming phone calls and emails. Conduct outgoing calls and emails in a professional and timely manner.

· Greet and direct visitors while maintaining front door security and professionalism.

· Prepare, compile, and distribute official correspondence and reports as assigned; ensure all materials are accurate, complete, and professionally formatted.

· Responsible for mailing correspondence to designated committees, boards, governmental agents or agencies, clients, and the general public.

· Assist in the management and coordination of the meeting calendars for the executive leadership and meeting rooms.

· Assist with event coordination by securing venues, catering services and overseeing logistical needs.

· Assist with coordination of travel arrangements for staff, including flights, lodging, ground transportation, and detailed itineraries.

· Provide support for special projects, tasks, and division initiatives.

· Assist with the processing of billings and receipts.

· Oversee office supply inventory to ensure adequate stock levels are maintained.

· Assist with coordinating the vehicle fleet assignments and maintenance.

· Assist with the coordination of maintenance for office and building equipment (copiers, postage machine, appliances, plumbing, HVAC, etc.).

· Handle sensitive and confidential information with the utmost discretion and professionalism; maintain the integrity of all sensitive records.

· Serve as a gatekeeper and filter for incoming information and requests, redirecting them to the appropriate parties and ensuring executive leadership’s time is optimized for high-level decision-making.

· Perform other administrative duties as required to support the smooth operation of the executive office.

· Provide administrative support to other departments as directed by executive leadership.

· Perform other duties as assigned.

Education & Experience:

· Required: High school diploma or GED. Associates degree in business or secretarial administration preferred. Minimum of two (2) years’ experience of administrative, clerical, or office support in a professional office setting.

General Qualifications:

· Proficiency in standard computer programs (i.e.: Word, Excel, etc.).

· Strong written and verbal communication skills.

· Possess excellent organizational and time management abilities.

· Keen attention to detail and accuracy.

· Ability to multitask, prioritize assignments, and meet deadlines.

· Effectively operate general office equipment.

· Must be capable of operating the phone system and act as receptionist for all staff.

· Knowledge of professional office practices and procedures; business grammar, spelling, math, and word processing.

· Must be able to maintain confidentiality, exercise sound judgement.

· Must be self-motivated with the ability to take direction and work independently as well as collaboratively within a team.

· Ability to project a positive, professional image of LTADD.

· Possess a valid Kentucky driver’s license

Pay: $19.11 - $21.30 per hour

Expected hours: 37.5 per week

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Retirement plan
• Vision insurance

Experience:

• Administrative: 2 years (Required)

Work Location: In person

Salary : $19 - $21