Administrative Assistant

• Support the local office and construction project site administrative functions
• Perform payroll entry and ensure accurate production data for job costing and work packages
• Coordinate safety training and site orientation for incoming employees
• Maintain employee documentation and WWIDs at the Intel site
• Provide weekly timesheets to the Superintendent and verify attendance
• Input daily timesheets into Coins, including drive time, mileage, vacation, and sick pay per company policy
• Complete project payroll reports by summary, cost codes, earnings categories, and units
• Upload payroll documents, timesheets, and payroll reports to Box
• Communicate with HR regarding new hires, terminations, and employee questions
• Rotate between the Intel site and office as needed
• Greet guests and maintain the phone/Teams line at the reception desk
• Update spreadsheets, scan forms, update project folders, ship and receive mail and packages, and maintain the job trailer and office environment

• Own and manage complex, frequently changing calendars for a designated group of executives, including scheduling across time zones, resolving conflicts, and protecting focus time
• Coordinate leadership team meetings end to end, including scheduling, agendas, materials distribution, room and technology setup, note capture, and action-item follow-up
• Support leadership and franchisee meeting logistics, including scheduling, travel, and on-site coordination
• Prepare, format, and proofread presentations, memos, agendas, and correspondence
• Track deadlines and commitments on behalf of the Chief of Staff and follow up to keep work moving
• Book executive travel within company policy, including flights, hotels, ground transportation, and detailed itineraries
• Manage in-trip changes and cancellations, often on short notice and outside standard hours
• Prepare, submit, and reconcile executive expense reports; monitor receipts, coding, policy compliance, and outstanding items
• Coordinate company events, leadership offsites, franchisee meetings, and HQ functions, including venue and vendor sourcing, room blocks, catering, materials, shipping, registration, and onsite support
• Track event and travel spend against the Chief of Staff’s budget and flag variances
• Maintain preferred vendor lists, travel profiles, loyalty accounts, event templates, and checklists
• Serve as day-to-day point of contact for the Lexington office; greet visitors, manage sign-in, and prepare conference rooms
• Manage mail, packages, courier, and shipping needs
• Order and maintain office, kitchen, breakroom, print, and shipping supplies
• Coordinate office vendors and service providers and escalate issues, pricing changes, and contract questions
• Administer badge and building access requests and maintain the office access roster with IT and the Chief of Staff
• Maintain office safety supplies and posted notices and support emergency preparedness procedures
• Schedule candidate interviews and coordinate visiting-candidate travel and onsite logistics
• Coordinate day-one logistics for new HQ hires, including workspace setup, supplies, badges, welcome materials, and orientation scheduling
• Provide logistics support for HR-led programs and events
• Assist with internal communications distribution and posting required HQ notices

Administrative Assistant jobs in Kentucky

Administrative Assistant

Executive Assistant – Office Manager