Title:                     Executive Assistant
Position:              Full-time/Salaried Exempt
Reports to:          CEO/Executive Team
Division:              River
Location:             Paducah, KY
 
 
Description:
The Executive Assistant’s primary responsibility will be to actively support Marquette’s executive team through the coordination and management of schedules, assistance with travel and coordinating certain customer and employee events, compiling expense reports, assisting with certain communications,  and helping manage the production and distribution of certain internal and external presentations/materials.   In executing this role, this individual will be expected to represent Marquette in front-line communications with customers, Board members and with a broad base of Marquette’s employees.   In addition, this role will support selected accounting project work that is tied primarily to executive activities.
 
Candidates for this role should be a self-starter that is highly organized with strong attention to details, personable with good communications skills, and display the capability to help teams operate more effectively by serving as a trusted support partner.  This role requires attention to confidentiality and excellent judgement and discretion. 
 
Primary Responsibilities:
  • Help streamline and align schedules and meetings for the Executive Team
  • Coordinate internal schedules with key customers events/meetings, Board members, and industry associations
  • Coordinate travel plans and special events/meetings
  • Help draft certain internal and external communications
  • Organize new hire lunches with CEO and shore-based new hires
  • Manage scheduling for Marquette’s Board room and Executive conference room
  • Schedule board meetings and support document production and distribution
  • Support executive team with expense report preparation and submissions
  • Filter and present donation requests for consideration and approval
  • Schedule and coordinate with pilots and passengers for corporate aircraft travel
  • Support certain accounting and record keeping activities such as:
    • Maintaining detailed expense tracking for the Marquette Lodge
    • Maintaining corporate aircraft record keeping and expense records (including fuel reconciliations)
    • Maintaining certain expense records in support of the Executive Chairman
    • Helping legal and compliance teams maintain certain vessel documentation as required by Coast Guard regulations
 
Qualifications:
  • 5+ years business experience required, experience as an executive assistant preferred
  • Associates or bachelor’s degree preferred
  • Must be highly professional, self-motivated, organized, detail-oriented, multi-tasker, with ability to prioritize and manage sensitive information with the highest level of confidentiality and discretion
  • Candidate should enjoy challenge of bringing structure and order to a dynamic, entrepreneurial work environment that is inherently fluid
  • Basic Accounting knowledge
  • Excellent interpersonal skills
  • Strong written communication skills
  • Competency in Microsoft Office products (Word, Excel, etc.)

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