Executive Assistant to the CEO

Description

• Serve as a primary point of contact between the CEO and internal/external stakeholders, ensuring timely, professional communication.
• Build strong, trusted relationships with employees across all levels and serve as an extension of the CEO’s leadership presence.
• Drive cross-functional coordination on behalf of the CEO, ensuring projects and commitments remain on track.
• Support preparation and follow-through for quarterly leadership meetings, annual planning, and strategic reviews.
• Manage confidential information with a high level of discretion and act as a reliable sounding board on sensitive matters.
• Support board and ownership meetings including scheduling, agenda development, drafting minutes, and preparing consolidated materials.
• Prepare the CEO for all meetings by coordinating agendas, briefing materials, decks, background research, and talking points.
• Assist with special projects including acquisition diligence, community and philanthropic initiatives, and key client or vendor relationships.
• Maintain the CEO’s complex calendar with proactive attention to sequencing, deadlines, and shifting business needs.
• Act as a strategic partner to the CEO by managing priorities, ensuring follow-through, and creating structure around decisions, commitments, and communications.
• Oversee record-keeping and maintain organized systems for contracts, documents, and communications.
• Process expense reports, invoices, and related documentation accurately and in a timely manner.
• Anticipate and coordinate personal logistics that enable the CEO to operate at peak effectiveness.
• Anticipate needs and solve problems before they arise, creating order and efficiency.
• Serve as a collaborative ambassador and informal leader within KA’s administrative assistant community, fostering a culture of excellence, engagement, and shared best practices across the enterprise.
• Partner with executive leaders to gather updates, align on priorities, and ensure the CEO is well-positioned to make decisions.
• Manages the CEO’s incoming email, telephonic and other correspondence and determines appropriate course of action, referral or response.
• Coordinate closely with family members who participate in governance and strategic decision-making.
• Event planning for the executives related to their business and/or teams (arranging for facilities, catering, preparing and executing communication, coordinating speakers, controlling event budget, etc.)
• Manage travel planning for the CEO across multiple entities and markets, including construction jobsite and office visits, real estate portfolio tours, and industry events.
• Navigate between office building floors, and on occasion, attend off-site meetings
• Draft and edit emails, announcements, presentations, and executive communications on behalf of the CEO.
• Running errands outside of the office and attending meetings/events across the Twin Cities metro area and out of town as needed.
• Serve as a cultural ambassador and uphold KA’s core values.
• Track action items across construction, real estate, and insurance entities and follow up with leaders to ensure progress.

Requirements

• Ability to use time productively, maximize efficiency and meet challenging work goals
• Relationship-focused and able to build rapport at all levels.
• Ability to maintain compliance with all company policies and procedures
• Ability to possess and maintain exceptional work ethic as well as uphold company values and demand the highest standard of conduct from self
• Use a computer/laptop/iPad in open office environment with natural and/or florescent lighting
• Advanced proficiency in Microsoft Office Suite, document management, and virtual collaboration tools.
• Strong written and verbal communication skills, with the ability to draft high-quality materials for executive audiences with a focus on accuracy, attention to detail and data integrity,
• High emotional intelligence, professionalism, and sound judgment.
• Trusted confidant with unwavering discretion.
• Highly proactive with a bias toward action and follow-through.
• Lift up to 25 lbs. unassisted
• Comfortable navigating a fast-paced, often ambiguous environment and collaborating across diverse business units.
• Clearly communicate information (both written and verbal) to colleagues and key stakeholders
• Exceptional organizational skills with the ability to manage multiple priorities, deadlines, and confidential matters.
• Stand and/or sit in a stationary position for extended periods of time; 50%+
• Ability to work independently, take initiative, and anticipate needs.
• Bachelor’s degree preferred
• 7+ years of executive support experience, with preference for supporting a CEO, President, or equivalent senior leader.
• Travel required up to 20% of the time
• Experience in construction, real estate, insurance, or another operationally complex, family-owned business strongly preferred.
• Ability to work under pressure, shifting priorities and meet deadlines, while maintaining a positive attitude and providing exemplary customer service

Benefits

• Paid Parental Leave
• Workplace Flexibility
• Free Parking
• Wellness Program
• Company sponsored Short Term and Long Term Disability
• Time Off including vacation, sick and holiday pay
• Paid Military Leave for Active Reserve Duty
• Medical insurance Plan Options
• KA University Training and Development
• Health Savings Accounts (HSA)
• 401(k) Plan
• Flex Spending Accounts (FSA)
• Part time/Transition Options
• Company sponsored Life/Accidental Death and Dismemberment Insurance

Training + Development

Interview process

Visa Sponsorship

Security clearance