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.
Objective & Responsibilities of the Role:
Executive & Personal Support- 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.
Required Competencies:
- 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 ambiguity, and shift priorities as needed.
- Willingness and ability to work fully in-person in Cincinnati.
- Strong written and verbal communication skills.
Nice to Haves:
- Experience supporting a small to mid-sized organization (under 50 employees), with comfort wearing multiple hats.
- Experience in a professional services, design, architecture, or creative firm.
- Experience supporting a founder or CEO in a professional services or agency environment.
- Familiarity with EOS (Entrepreneurial Operating System).
- Experience with Google Workspace, Microsoft Office, HubSpot, or similar tools.
- Exposure to sales, marketing, or business development environments.
- Experience supporting both professional and personal executive needs.
Benefits (Begin on the 1st day of employment):
- Health, Vision, and Dental Insurance
- Short-Term Disability
- Life Insurance
- Eligible for 401(k) Plan and Match (Immediate Vesting)
- Computing Hardware and Software provided
- Free Parking
- Complimentary drinks and snacks
Top Skills
What We Do
For more than 35 years, Kolar Design has been shaping spaces that inspire and engage. From reimagining healing environments to designing workspaces that improve well-being and promote connection and collaboration, Kolar creates environments where people live, work and interact. Specializing in building brand experiences through data-driven insights, Kolar combines design thinking with a deep understanding of space utilization and user behavior. Every project reflects the client’s mission, vision and values, ensuring that every detail contributes to an authentic and meaningful experience. By blending creativity with strategy, Kolar Design shapes environments that empower organizations and enrich the lives of the people they serve.
