Administrative Assistant

Location(s): Jeffersonville
Department: Administration 
Job Type: Full Time, Non-Exempt
Schedule: Monday through Friday- In Office (Day Shift)

Reports to: Executive Assistant - Marketing Manager

First Urology is the largest independent urology practice serving Louisville, Kentucky, and Southern Indiana, providing comprehensive care for men, women, and children across multiple locations. Our team is dedicated to delivering exceptional patient care through advanced technology, innovative treatments, and a collaborative approach that puts patients first. We offer a full spectrum of urologic services, including minimally invasive surgery, cancer care, men's and women's health, kidney stone treatment, pelvic health, imaging, pathology, clinical research, and more.

At First Urology, our people are the heart of everything we do. We foster a culture built on teamwork, respect, integrity, and continuous growth, where employees are empowered to make a meaningful impact on the lives of our patients and one another. Our commitment to investing in our team has earned us recognition as one of Business First's Best Places to Work in Louisville and Southern Indiana for 10 consecutive years, along with additional workplace honors. We offer competitive compensation, generous benefits, opportunities for professional development, and a healthy work-life balance.

If you're looking to join an organization that values excellence, innovation, compassion, and community, First Urology is a place where your career can thrive while making a difference every day. Learn more at www.1sturology.com or follow us on Facebook, Instagram, and LinkedIn.

Position Summary

We are seeking a highly organized, proactive, and detail-oriented Administrative Assistant to support the Executive Assistant to the CEO/Marketing Coordinator in day-to-day administrative, operational, and marketing functions. This role will serve as liaison between leadership and staff, ensuring smooth communication, efficient scheduling, and timely execution of projects and company initiatives.

The ideal candidate is professional, adaptable, and capable of managing multiple priorities in a fast-paced environment while maintaining confidentiality and professionalism.

Key Responsibilities

Administrative & Executive Support

• Provide clerical and administrative support to the Executive Assistant to the CEO/Marketing Coordinator
• Manage calendars, schedules, and appointments for leadership and internal meetings
• Coordinate and schedule meetings, conference calls, and assist in planning company events
• Organize and maintain files, records, reports, and confidential documentation
• Assist with correspondence, data entry, document preparation, and office communications
• Assist in managing out-of-state company properties

Reporting & Coordination

• Produce and compile monthly reports for C-suite leadership
• Assist in tracking deadlines, deliverables, and ongoing projects for EA
• Serve as a liaison between the Executive Assistant and staff to facilitate communication and follow-through
• Support internal coordination efforts to ensure operational efficiency

Marketing & Event Support

• Assist with marketing initiatives, campaigns, and promotional efforts
• Coordinate logistics for company events, meetings, employee engagement activities, and corporate functions
• Support content organization, vendor coordination, and event preparation as needed
• Assist with maintaining marketing materials, calendars, and communications

Qualifications

• Minimum associate degree or equivalent work experience preferred
• 2+ years of administrative, executive support, or office coordination experience preferred
• Strong organizational and multitasking abilities
• Excellent written and verbal communication skills
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Workspace
• Experience with scheduling platforms, reporting tools, and marketing coordination is a plus
• Ability to work independently while collaborating effectively with leadership and staff
• High level of professionalism, discretion, and attention to detail

Preferred Skills

• Strong time management and prioritization skills
• Ability to manage multiple deadlines in a fast-paced environment
• Event planning or marketing support experience
• Comfortable interacting with executives, employees, vendors, and external partners
• Problem-solving mindset with a proactive approach to tasks and responsibilities

Work Environment

• Professional office environment
• In-person position
• May require occasional flexibility for company events or executive scheduling needs, including occasional evenings or weekends

Benefits:

• 401(k) company contribution of 7.5% annual salary (whether you contribute or not) 
• Dental insurance
• Health insurance
• Vision
• Company Paid Life insurance 20k
• Company Paid AD&D 20K
• Company Paid Long-Term Disability 60%
• 6 Days of Sick Time
• 8 Paid Holidays
• 10 Days of Vacation Time
• Milestone Checks
• Cabin/Condo for vacations

EEOC Statement:

First Urology provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training. May be required to undergo background check and/or drug screen.