An Executive Assistant provides skilled administrative support for a company executive or professional staff at an organization. Schedules meetings, calls and travel, manages correspondence, handles outside information requests and staff communications; may assist with preparing presentations.
Position Summary The Executive Assistant works primarily with the President & CEO of the Paducah Convention & Visitors Bureau, keeping a fast-moving office running and taking recurring, time-intensive work off the CEO's plate. Beyond traditional administrative support, this role helps produce the reports, presentations, and communications the CEO's work depends on, tracks deadlines across many simultaneous projects, and serves as a trusted point of coordination between the CEO and internal staff, community partners, and external stakeholders. Success in this role means the CEO spends less time assembling, formatting, and chasing down details, and more time leading. The position is part-time to start, with real room to grow in scope and compensation as it develops.
Department:
Administration Reports To:
President & CEO Classification:
Part-Time (with room to grow)
Hourly Rate:
Commensurate with experience ($22 - $25 an hour)
Location:
Paducah, Kentucky (On-Site) Key Responsibilities Executive & Administrative Support Manage and maintain the CEO's calendar, including scheduling meetings, appointments, and travel, anticipating conflicts and protecting focus time. Prepare agendas, briefing materials, and background documents for meetings; capture and circulate action items and follow-ups. Coordinate internal and external meetings, including logistics, room setup, technology needs, and participant communications. Screen and prioritize incoming communications; occasionally draft correspondence and responses for the CEO's review. Handle sensitive and confidential information with a high degree of discretion and professionalism. Maintain professional, positive communication with all stakeholders, from community members and local business partners to city and state leadership, consistently representing the CVB's mission and values. Reporting, Data & Document Production Help assemble and format recurring reports, including monthly board reports, in the CVB's established formats and section structure. Help pull, organize, and cross-check data from tourism and lodging sources (such as STR, Zartico, and similar dashboards) into clean, presentation-ready figures and summaries. Build and maintain spreadsheets, trackers, and templates that keep recurring work consistent and repeatable. Format documents to CVB brand and standards, catching errors before materials go out the door. Turn rough drafts, notes, and raw data into polished, finished deliverables. Presentations & Public Communications Design and produce polished slide presentations and visual materials for the CEO's public speaking engagements, board meetings, community events, and partner briefings. Ensure all presentation materials are on-brand and meet CVB standards for design, tone, and accuracy. Compile and format data, reports, and talking points into clear, compelling presentations. Project, Deadline & Event Coordination Track deadlines, deliverables, and follow-up items across many simultaneous projects, proactively flagging what's coming due. Support special projects and initiatives as assigned, often requiring cross-departmental coordination. Assist with board-related administration, including meeting logistics, materials preparation, and communication. Coordinate logistics for events, residencies, and activations, including preparation, setup support, and on-site presence. Serve as an ambassador for Paducah tourism in community settings, representing the CVB with professionalism and enthusiasm. Office Logistics Assist with office tasks as needed, including picking up and dropping off materials, documents, gifts, or supplies to outside organizations or locations. Coordinate deliveries, vendor interactions, and time-sensitive tasks that require off-site presence. Qualifications Required 3+ years of experience in an executive assistant, administrative coordinator, or similar role. Strong writing and editing skills; able to draft clean, professional correspondence with light direction. Comfort working with data and spreadsheets (Excel and/or Google Sheets); able to organize numbers into clear, accurate summaries. Comfort learning new reporting tools and data dashboards. Proficiency in Google Workspace and Canva or PowerPoint. Demonstrated ability to produce professional presentations and slide decks. Strong attention to detail, formatting, and brand consistency. High level of discretion, integrity, and sound judgment. Strong time management skills with the ability to prioritize competing demands. Valid driver's license and reliable transportation for errands and off-site tasks. Preferred Experience in tourism, hospitality, economic development, or a nonprofit/public-sector environment. Experience supporting executive leadership in a public-facing or community-oriented organization. Comfort operating in a fast-paced, dynamic environment where priorities can shift quickly. Work Environment & Physical Requirements This position is primarily on-site at the CVB office in Paducah, Kentucky. The role involves regular computer work, phone communication, and in-person interaction. Occasional evening or weekend availability is required for events or public speaking engagements. Off-site tasks and light physical tasks (carrying materials, setting up meeting spaces) are part of regular duties. The Paducah Convention & Visitors Bureau is an equal opportunity employer. This job description is intended to describe the general nature and level of work performed and is not an exhaustive list of all responsibilities.
