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Kolar Design · 9 hours ago

Executive Administrator

Cincinnati, OH

Full-time

Onsite

Senior Level

5+ years exp

Kolar Design is seeking an Executive Administrator to the CEO, providing high-level administrative and operational support. The role involves managing the CEO’s calendar, coordinating logistics, and supporting various business initiatives while upholding the company's core values.

ConsultingGraphic DesignSmall and Medium Businesses

Responsibilities

Manage the CEO’s professional and personal calendar, including complex scheduling, time blocking, and prioritization

Coordinate logistics for meetings, calls, travel, events, and personal commitments with discretion and accuracy

Monitor the CEO’s inbox, assist with drafting responses, and prioritize follow-ups

Track key action items and priorities; assist with follow-through on CEO-led initiatives

Prepare meeting agendas, notes, presentations, and executive materials

Coordinate travel logistics, event registrations, and visitor hospitality as needed

Maintain strict confidentiality and professionalism across all executive and personal matters

Support scheduling and logistics for internal meetings, leadership sessions, and company events, as needed

Take and organize meeting notes, distribute follow-ups, and track deliverables when needed

Serve as a point of contact for cross-departmental coordination related to CEO priorities

Assist with office-related needs and executive operations as they arise

Help document processes, templates, and workflows tied to executive support

Provide administrative and coordination support for sales, marketing, and business development efforts as needed

Assist with CRM updates, lead tracking, proposals, presentations, or event logistics when requested

Support preparation for conferences, speaking engagements, networking events, and client meetings

Help coordinate materials, internal inputs, and timelines for external-facing initiatives

Support the CEO in advancing special initiatives, including research, planning, and execution

Assist with preparation for board meetings, speaking engagements, and high-priority deadlines

Serve as a thought partner on prioritization, organization, and time management

Step in wherever needed to support the CEO and leadership team in a fast-moving environment

Qualification

Executive administrationCalendar managementOrganizational skillsDiscretionProfessionalismCRM proficiencyCommunication skillsTeam collaborationAdaptabilityAttention to detail

Required

Bachelor's degree in Business Administration, Communications, Management, or a related field (or equivalent professional experience supporting executive-level leaders)

5+ years of experience supporting executive-level leaders (CEO or equivalent preferred)

Proven experience managing complex calendars and competing priorities

High level of discretion, professionalism, and trustworthiness

Strong organizational skills with exceptional attention to detail

Confidence working closely with senior leadership and external stakeholders

Ability to adapt quickly, manage ambiguity, and shift priorities as needed

Willingness and ability to work fully in-person in Cincinnati

Strong written and verbal communication skills