Administrative Assistant

Overview

• This position is for the Kentucky Farm Bureau Federation.

This position provides administrative support to the Finance & Operations Division, including invoice processing, data entry, and clerical duties. The role also supports the planning and execution of conferences, events, and tours. Additional responsibilities include managing fleet vehicle records, supporting facilities operations, and coordinating calendars and logistics for division and some organization‑wide activities.

• Process invoices and ensure timely payment in accordance with company policies.
• Assist cardholders in recording division credit card transactions.
• Assist in the management of event budgets, including estimating costs, tracking expenses, and reconciling post‑event.
• Compile and analyze data related to events, tours, and departmental operations to support decision‑making.
• Assemble materials for events and tours (e.g., attendee packets, rooming lists, flight manifests, name badges, recap sheets).
• Maintain organized physical and electronic filing systems for all departments within the division.
• Support the maintenance of fleet vehicle records, including purchase, sale, and service documentation.
• Answer and route telephone calls professionally and efficiently.
• Record and process payments related to tours, events, and meetings.
• Maintain dashboards of progress made in various projects throughout all departments in the division.
• Provide onsite and administrative support at selected in‑state events and conferences.
• Maintain regular, predictable attendance.
• Perform other duties as assigned.

• Manage division calendars to ensure timely meeting of deadlines and appropriate preparation for upcoming meetings and events.
• Prepare and distribute reports and summaries for division leadership.
• Identify and implement process improvements, including automation opportunities.
• Support the mission, goals, and objectives of Kentucky Farm Bureau Federation.
• Participate in special projects and cross‑functional initiatives as needed.

• A combination of formal education, training, and experience to acquire knowledge and skills generally equivalent to those possessed by an experienced high school graduate or acquired through two years of college.
• Minimum of three years’ experience in an administrative role preferred.
• Shorthand capabilities and/or note taking.
• Ability to type at a minimum of 50 wpm.
• Flexible, high‑energy, forward‑thinking/planning, result‑oriented individual with strong follow‑through and organizational skills.
• Excellent oral and written communication skills.
• Must possess a high degree of integrity when dealing with confidential and sensitive information.
• Proficient in Microsoft Word, Excel, Outlook, PowerPoint; database software; and online registration software.
• Ability to work well with others, both inside and outside the organization.
• Willingness to travel overnight to attend meetings, as needed.
• Ability to work under minimal supervision.