Executive Assistant

United States·Lexingtonmid

Executive AssistantAdministration & Office Support

0 views0 saves0 applied

Apply Now

Quick Summary

Overview

Big Ass Who? We didn’t set out to start a fan company. We set out to solve a problem—workplace discomfort. (Sorry, HR, not your kind.) Facilities become furnaces during the summer, but businesses still expect peak performance and productivity.

Key Responsibilities

Manage the President/CEO’s complex schedule, including meeting preparation, follow‑up, and proactive coordination of priorities to ensure time is used effectively.

Technical Tools

excelproject-management

Big Ass Who?

We didn’t set out to start a fan company. We set out to solve a problem—workplace discomfort. (Sorry, HR, not your kind.) Facilities become furnaces during the summer, but businesses still expect peak performance and productivity. Without providing the basic human right of comfort, that’s just asinine. Seeing how overhead fans cooled California dairy cows begged a massive question for our founder. “Can a fan be made to revolutionize comfort for people?” he uttered.

That’s when the HVLS Fan Company was born—with the first-ever patented high-volume, low-speed fan. But that name? BOR-ing. And customers knew it. We kept getting calls asking, “Are you the guys who make those big ass fans?” Hell yeah, we are. And Big Ass Fans was born, complete with our own cheeky donkey mascot, Fanny. Today, we don’t just move air, we transform experiences. Big Ass Fans deliver comfort where it counts. We build every product like lives depend on it. Because, turns out, they do.

Our success is a result of the Big Ass Fans team’s innovation. Are you seeking an opportunity to work with extraordinary people with an entrepreneurial spirit? Do you have something that sets you apart from the rest? With a bias for action, we want you to #livelifebigass and bring the next great BAF product to market. From our customers to our employees, we are passionate about what we can accomplish together. The successful candidate will bring passion, energy, and a “get it done” mentality to BAF and the industrial business and contribute in a meaningful way to realize the company’s full potential in the market.

Opportunity

At Big Ass Fans, we’re on a mission to make the world safer, healthier, and more productive. We’re looking for an exceptional Executive Assistant to partner directly with our President & CEO and help drive clarity, focus, and execution at the highest level of the organization.

This role goes far beyond traditional administrative support. As a trusted strategic partner, you’ll ensure seamless day‑to‑day operations for the President/CEO—managing complex calendars, coordinating travel and high‑impact meetings, and supporting executive, customer, and company‑wide engagements. You’ll anticipate needs, protect priorities, and keep momentum moving in a fast‑paced, high‑visibility environment.

The ideal candidate is highly organized, proactive, detail‑driven, and comfortable navigating constant change with professionalism, discretion, and confidence in a fast-paced environment.

What You'll Do

Manage the President/CEO’s complex schedule, including meeting preparation, follow‑up, and proactive coordination of priorities to ensure time is used effectively.
Coordinate point‑to‑point domestic and international travel, including flights, hotels, ground transportation, directions, commuting time, and adjusting quickly as priorities change.
Organize, schedule, and reschedule vendor, customer, and internal meetings and events, strategically thinking multiple steps ahead to anticipate needs and resolve conflicts.
Partner with teams across the organization to plan and execute customer, supplier, and vendor visits, creating memorable Lexington‑based experiences that reflect the Big Ass Fans brand.
Monitor and manage calendars, emails, and appointments; prepare agendas, meeting materials, and presentations for internal and external meetings.
Maintain and manage the corporate governance calendar, ensuring timely scheduling, preparation, and follow‑up of key meetings and governance activities.
Prepare and edit executive‑level PowerPoint presentations and other leadership materials.
Support special projects by managing timelines, deliverables, and communication with stakeholders.
Facilitate tours for customers, suppliers, vendors, and partners.
Prepare expense reports and financial documentation accurately and on time.
Serve as a trusted bridge between the President/CEO and internal teams, maintaining the highest level of professionalism, confidentiality, and discretion.
Collaborate closely with Executive Assistants across the organization to align priorities and ensure seamless coordination.
Proactively keep the President/CEO informed, prepared, and equipped for upcoming commitments by following up with teams to gather materials in advance.

What You'll Bring

Bachelor’s degree strongly preferred
Minimum of 5 years of experience in an extremely fast‑paced environment supporting senior executives
Demonstrated customer‑service experience
Strong administrative support skills with exceptional attention to detail and accuracy
Excellent written and verbal communication skills with strong grammar and word-smithing ability
Proven ability to manage complex calendars and competing priorities
Experience booking domestic and international travel
Prior experience planning and executing unique business engagement activities strongly preferred
High level of professionalism with the ability to handle sensitive information with discretion and confidentiality
Ability to work under pressure, prioritize effectively, and manage tight deadlines
Tech‑savvy with the ability to quickly learn and leverage tools such as Outlook, Teams, PowerPoint, Word, Excel, Concur, Egencia, and Google platforms
Flexible and adaptable with work schedules and hours

Think you have what it takes, but your background doesn’t perfectly align with this role? No sweat! If this position gets your fan spinning, we encourage you to apply and tell us how you’ll succeed with your unique skills in your application.

First 90 Days

Every Big Ass Fans employee is essential in working towards the company’s growth goals, and no goal is successful without a plan. When you kickstart your BAF journey with a strong 90-day plan, you’ll be set up for a great first day, week, month, quarter and beyond! Here’s a snapshot of the first 90 days as a BAF Executive Assistant:

Days 1-30:

Shadow President in various meetings and daily workflows
Learn calendar management preferences (buffers, priorities, travel, prep time)
Get trained on internal tools (email, calendar, project management, expense systems)
Meet key stakeholders and leadership partners
Review prior meeting notes, calendars, communications, and workflows

Days 31-60:

Take full ownership of calendar management and meeting preparation
Prepare agendas, briefing materials, and follow‑up notes
Coordinate travel, expenses, and logistics
Filter and prioritize emails and requests
Begin suggesting improvements to workflows or processes
Support key recurring meetings (leadership, board prep, external meetings)

Days 61-90+:

Proactively manage competing priorities and trade‑offs
Lead preparation for high‑stakes meetings or events
Create systems for information tracking, follow‑ups, and reminders
Handle sensitive information independently and appropriately
Support strategic initiatives or department‑wide projects
Provide feedback and suggestions to improve executive effectiveness

How do you live life Big Ass?

Wonder what it’s like to walk through our Headquarters, or what benefits and perks BAFers have? Click here to learn more!

Be a part of something BIG

You’re not just a member of the Big Ass Fans team; it’s BIGGER than us. We are a Madison Industries company - one of the largest and most successful privately held companies in the world. Madison Industries has fostered and built exceptional companies that are essential to our collective health and well-being. Come join our mission to make the world healthier, safer, and more productive to build something truly remarkable!

Why haven’t you applied yet?

Big Ass Fans is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or national origin, age, disability or veteran status. Big Ass Fans maintains an environment where each individual is valued and respected. Individuals are expected to understand and comply with OSHA and ISO 9001 standards and procedures. Individuals are expected to apply safe work methods when performing the job requirements in hazardous and non-hazardous environments to avoid injury to self to co-workers or damage to property. Individuals are expected to report unsafe work conditions or equipment operation to supervisors immediately and observe all safety rules.

If you need assistance or an accommodation due to a disability, you may email us at recruiting@bigassfans.com or call us at 1.877.244.3267.