Title:  Executive Assistant and Receptionist

Salary Range: $55,000 – $65,000 based on experience

This position reports to the President and CEO and provides administrative support for the President and CEO and receptionist duties for the Foundation for a Healthy Kentucky (FHKY) Office located in Louisville, KY. This is a full-time, in-person position based at our Louisville office. Hours will be 9am to 5pm, Monday – Friday.

Responsibilities:

Executive Support

  • Calendar and Schedule Management - Manage and maintain the executive's calendar, including scheduling meetings, appointments, speaking engagements, and travel. Coordinate meeting logistics, including location reservations, virtual meeting links, and preparation of materials. Monitor scheduling conflicts and proactively recommend adjustments to maximize the executive's time and priorities. Track deadlines, commitments, and follow-up items.

  • Travel Coordination - Coordinate logistics of executive participation in conferences, events, meetings, and community engagements including travel arrangements.

  • Administrative Support - Serve as a primary point of contact for visitors, callers, and external stakeholders. Screen and prioritize requests for the executive's time. Maintain Executive’s electronic and physical filing systems. Draft expense reports, reimbursement requests, and purchasing documentation for Executive.

  • Project and Task Management - Track organizational priorities, projects, and strategic initiatives assigned by the executive. Monitor progress on key action items and provide regular status updates. Assist with special projects and research assignments. Manage and monitor projects, tasks, and requests from staff and external partners on behalf of the Executive, ensuring timely follow-up, accountability, and completion within the desired timeframe.

  • Meeting and Board Support - Attend meetings as requested to take notes, document action items, and track follow-up responsibilities. Occasional Board communication.

Reception - serving as first point of in-person contact for FHKY and tenants of our coworking space, (c)space, greeting visitors and conference participants. Maintaining neat and orderly appearance of reception area.

Other Duties

  • Conference facility – Serves as backup support to Office Administrator for conference facility located at the FHKY office.

  • (c)space – Serves as backup support to Office Administrator for the coworking space located at the FHKY office.

Qualifications

  • Exceptional organizational and time management skills with the ability to manage multiple priorities simultaneously.

  • Demonstrated ability to anticipate needs, solve problems proactively, and exercise sound judgment with minimal supervision.

  • High level of professionalism, diplomacy, and customer service.

  • Ability to handle confidential and sensitive information with discretion and maintain strict confidentiality.

  • Strong attention to detail and commitment to producing accurate, high-quality work.

  • Ability to manage competing deadlines in a fast-paced environment while remaining flexible and adaptable.

  • Computer skills

    • Advanced proficiency in Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.

    • Experience using virtual meeting platforms such as Zoom and Microsoft Teams.

    • Familiarity with document management systems, electronic calendars, and cloud-based collaboration tools.

    • Ability to learn and effectively use organizational software and databases.

  • Excellent written and verbal communication skills.

  • Ability to work independently while collaborating effectively as part of a team.

  • Demonstrates initiative and a proactive approach to supporting executive leadership.

  • Strong critical thinking and decision-making skills.

  • Commitment to providing exceptional service while supporting the organization's mission and values.

  • Ability to anticipate executive needs and adapt to changing priorities with flexibility and professionalism.

  • Valid driver’s license and reliable transportation

About the Foundation for a Healthy Kentucky:

We are:

  • A nonpartisan, nonprofit organization focused on addressing the unmet health needs of Kentuckians by influencing health policy, improving access to care, reducing health risks and disparities, and promoting health equity.

  • Our Priority areas are access to care and children’s health.

  • Data-driven and research-based.

  • Funded by an endowment.

  • A team of dynamic individuals with a passion for improving the health and quality of life of Kentuckians.

We offer:

  • Competitive benefits, including paid health, dental and vision insurance, term life insurance, short-term/long-term disability coverage, opportunity to participate in a 401(k) retirement plan with Foundation contributions, vacation days and sick leave.

  • Salary commensurate with experience.

Equal Opportunity Employer: It is the policy of the Foundation to provide equal opportunity in employment to all employees and applicants for employment. No person will be discriminated against in employment or promotion because of race, religion, color, sex, age, national origin, disability, sexual orientation, military status, or any other characteristic protected by applicable federal or state law.

How to Apply: Interested applicants should send an email as a cover letter with “Executive Assistant and Receptionist” in the subject line and attach a resume to Alexandra Kerley at akerley@healthy-ky.org. No phone calls please. Position open until filled.