Executive Administrator

Overview

The Executive Administrator to the CEO at Kolar Design provides high-level, in-person administrative and operational support to the CEO, Kelly Kolar. This role is a critical partner in ensuring the CEO’s time, priorities, and day-to-day responsibilities - both professional and personal - are managed with care, precision, and discretion.

This role requires a highly organized, confident, and proactive individual who thrives in a fast-paced environment and is willing to jump in wherever support is needed. The ideal candidate is not afraid to work closely with executive leadership, manage ambiguity, and take ownership across a wide range of responsibilities including executive administration, scheduling, coordination, office-related needs, and ad-hoc support across sales, marketing, and business development as needed.

In this role, you are expected to embody our core values

• Be Transformative. We are innovators driving meaningful change in the way people build relationships with space and with one another. We lead with an open mind.
• Make Quality Personal. We are humans who create beautiful experiences for other humans. We engage with empathy.
• Be Curious and Dig Deeper. We are opportunity finders, bringing diverse perspectives to the table to learn together. We stay curious.
• Succeed as a Team. We are collectively inspired and individually motivated to bring results to life. We deliver on our commitments.
• Make a Positive Impact. We are connectors of ideas, influencers of our industry and contributors to our community. We drive positive change.

• Manage the CEO’s professional and personal calendar, including complex scheduling, time blocking, and prioritization.
• Coordinate logistics for meetings, calls, travel, events, and personal commitments with discretion and accuracy.
• Monitor the CEO’s inbox, assist with drafting responses, and prioritize follow-ups.
• Track key action items and priorities; assist with follow-through on CEO-led initiatives.
• Prepare meeting agendas, notes, presentations, and executive materials.
• Coordinate travel logistics, event registrations, and visitor hospitality as needed.
• Maintain strict confidentiality and professionalism across all executive and personal matters.

• Support scheduling and logistics for internal meetings, leadership sessions, and company events, as needed.
• Take and organize meeting notes, distribute follow-ups, and track deliverables when needed.
• Serve as a point of contact for cross-departmental coordination related to CEO priorities.
• Assist with office-related needs and executive operations as they arise.
• Help document processes, templates, and workflows tied to executive support.

• Provide administrative and coordination support for sales, marketing, and business development efforts as needed.
• Assist with CRM updates, lead tracking, proposals, presentations, or event logistics when requested.
• Support preparation for conferences, speaking engagements, networking events, and client meetings.
• Help coordinate materials, internal inputs, and timelines for external-facing initiatives.

• Support the CEO in advancing special initiatives, including research, planning, and execution.
• Assist with preparation for board meetings, speaking engagements, and high-priority deadlines.
• Serve as a thought partner on prioritization, organization, and time management.
• Step in wherever needed to support the CEO and leadership team in a fast-moving environment.

• Bachelor’s degree in Business Administration, Communications, Management, or a related field (or equivalent professional experience supporting executive-level leaders).
• 5+ years of experience supporting executive-level leaders (CEO or equivalent preferred).
• Proven experience managing complex calendars and competing priorities.
• High level of discretion, professionalism, and trustworthiness.
• Strong organizational skills with exceptional attention to detail.
• Confidence working closely with senior leadership and external stakeholders.
• Ability to adapt quickly, manage…