Executive Assistant

Founded at the birth of the building automation industry in 1983 as Kele & Associates (now Kele Companies), we became the first building automation distributor to offer an all-inclusive platform. Over the next 40 years, Kele Companies has grown into a world class Building Automation Systems distributor with its headquarters remaining strategically located in Memphis, TN and branch locations positioned in 7 states throughout the U.S. Every member of the Kele Companies team plays a key role in delivering on our promise of: “We Make It Easy.”

We are currently hiring for the role of Executive Assistant.

Summary

We are seeking a highly polished, proactive, and resourceful Executive Administrative Assistant to provide strategic and administrative support to the Chief Executive Officer and the Executive Leadership Team of a growing, private equity-backed company with 500 employees across the US. This role is critical to enabling executive effectiveness, ensuring smooth day-to-day operations, and supporting a fast-paced, high-accountability business environment.

The ideal candidate is exceptionally organized, detail-oriented, discreet, and capable of managing competing priorities with professionalism and sound judgment. This person will serve as a trusted partner to senior leadership, handling complex scheduling, travel coordination, meeting logistics, communications, and executive support activities with accuracy and urgency.

Why This Role Matters
This position plays a vital role in helping the CEO and Executive Leadership Team operate efficiently, stay aligned, and focus on strategic priorities. The Executive Assistant is a trusted partner who strengthens communication, organization, and execution across the leadership team and the broader business.

Key Responsibilities

• Provide high-level executive support to the CEO and members of the Executive Leadership Team.
• Manage complex, frequently changing calendars across multiple executives, prioritizing business needs and resolving scheduling conflicts.
• Coordinate domestic travel arrangements, including flights, hotels, ground transportation, itineraries, and contingency planning for executive travel.
• Organize and support internal and external meetings, including scheduling, agenda coordination, meeting materials, room setup, catering, and follow-up.
• Coordinate business meals, leadership meetings, offsites, board-related logistics, and other executive events.
• Prepare, edit, format, and distribute professional correspondence, presentations, reports, and other business documents.
• Screen and prioritize incoming communications, including emails, calls, and meeting requests, and respond or escalate as appropriate.
• Maintain Outlook calendars, contacts, distribution lists, and related administrative systems with a high degree of accuracy.
• Serve as a central coordination point between the CEO, executive leadership, internal departments, and external stakeholders.
• Support planning and logistics for leadership team meetings, town halls, strategy sessions, and cross-functional initiatives.
• Track action items, deadlines, and follow-up items to help ensure timely execution on executive priorities.
• Process expense reports, invoices, and other administrative documentation in a timely manner.
• Handle confidential business information and sensitive personnel matters with the highest level of discretion and professionalism.
• Anticipate executive needs, identify potential issues before they arise, and proactively implement solutions.
• Assist with special projects and other duties as assigned in support of the CEO and Executive Leadership Team.

Required Qualifications

• 5+ years of progressive executive administrative support experience, including direct support to a CEO, President, or C-level executive in a fast-paced business environment.
• Experience supporting multiple senior leaders simultaneously, ideally within a mid-size, multi-state, or geographically dispersed organization.
• Demonstrated expertise managing complex executive calendars, scheduling across time zones, and coordinating detailed travel arrangements.
• Strong experience booking executive travel and preparing comprehensive itineraries.
• Proficiency with Microsoft Office Suite, especially Outlook, Word, PowerPoint, and Excel.
• Strong written and verbal communication skills with the ability to interact effectively with executives, employees, board members, customers, and external partners.
• Exceptional organizational skills and attention to detail with strong follow-through.
• Proven ability to handle confidential and sensitive information with discretion and sound judgment.
• Ability to prioritize, manage multiple deadlines, and adapt quickly in a dynamic environment.
• Professional presence, strong interpersonal skills, and a service-oriented mindset.

Preferred Qualifications

• Experience in a high-growth, performance-driven environment.
• Experience supporting executive leadership teams in addition to a CEO.
• Experience coordinating board meeting logistics, executive offsites, or investor-related meetings.
• Exposure to multi-state operations and scheduling across multiple locations and time zones.
• Familiarity with expense management, meeting technology platforms, and collaboration tools such as Teams or Zoom.

Core Competencies

• Executive presence and professionalism
• Judgment and discretion
• Anticipation and problem-solving
• Communication and relationship management
• Adaptability and resilience
• Organization and prioritization
• Ownership and accountability
• Attention to detail
• Customer Service Orientation
• Ability to thrive under pressure

Work Style and Success Profile
The successful candidate will be:

• Calm, flexible, and responsive in a high-demand environment
• Comfortable working independently while anticipating leadership needs
• Able to manage ambiguity and frequent changes with composure
• Skilled at balancing urgency with accuracy
• Committed to providing white-glove support to executive leadership

Physical/Work Requirements

• Ability to work standard business hours with flexibility for occasional early morning, evening, or urgent executive support needs
• Ability to coordinate in-person meetings and events, including occasional setup of materials or meal arrangements
• Depending on company needs, this role may be based onsite, hybrid, or primarily in-office

Kele Companies offers all full-time associates the following benefits and perks:

• Medical, vision, and dental insurance
• HSA
• FSA (medical and dependent care)
• 401(k) with employer match up to 4% with immediate vesting
• Employer-paid short- and long-term disability coverage
• Employer-paid basic life and AD&D insurance; supplemental life for employees and dependents available
• Paid time off and paid holidays
• Tuition reimbursement