Executive Assistant to Owner

Luke's has been honored with the award of being one of the best places to work in the city of Columbus by Columbus Business First.

Luke's is also ranked highest in the city in Glassdoor Reviews.

The Executive Assistant to the Owner exists to protect Luke's time, attention, and energy so he can stay focused on the highest-value work for Luke's Auto. This role serves as a trusted extension of the Owner by proactively managing his calendar, communications, follow-up, travel, projects, and selected personal responsibilities. The goal is not simply to complete administrative tasks, but to anticipate needs, remove friction, close loops, and keep important business and personal commitments moving without unnecessary involvement from Luke.

Job Responsibilities and Duties

Primary:

• Protect and Prioritize the Owner's Time: Act as a gatekeeper for requests, meetings, interruptions, and commitments. Evaluate what truly requires Luke's involvement and proactively handle, delegate, defer, or decline lower-value items when appropriate.
• Calendar and Meeting Management: Own Luke's calendar across business and personal commitments. Schedule efficiently, build in appropriate travel and preparation time, confirm details, avoid preventable conflicts, and ensure each meeting contains the context Luke needs.
• Inbox and Communication Management: Review and organize incoming email and communication, surface items requiring Luke's attention, handle routine responses when authorized, and ensure important requests receive clear and timely follow-up.
• Action Item and Project Follow-Through: Capture commitments and next steps from meetings and conversations, maintain a clear list of open items, coordinate with employees or outside parties, and close loops so Luke does not have to remember or repeatedly follow up on them.
• Proactive Problem Solving: Anticipate needs, identify conflicts or obstacles before they become urgent, and bring concise recommendations or options rather than simply presenting problems.

Secondary:

• Travel and Event Coordination: Plan business and personal travel, including transportation, lodging, reservations, itineraries, calendar entries, confirmations, and contingency plans for changes or delays.
• Personal and Household Support: Handle selected personal administrative tasks that free Luke for higher-value work, including scheduling appointments, coordinating household services, helping oversee home projects and repairs, obtaining quotes, scheduling contractors, tracking progress, and following up on unresolved items.
• Purchasing and Errands: Research and coordinate business or personal purchases, returns, gifts, deliveries, appointments, and other reasonable errands as requested. Use sound judgment and obtain approval for significant purchases.
• Executive Liaison: Serve as a professional point of coordination between Luke and employees, vendors, professional advisors, community contacts, and other outside parties while preserving confidentiality and appropriate boundaries.
• Special Projects: Take ownership of one-time projects and research assignments that reduce the administrative or coordination burden on Luke.

Additional responsibilities and duties may be necessary based on the needs of the business and the Owner.

Specific Tasks (Not all inclusive, but some examples)

• Review Luke's calendar each day and look several weeks ahead for conflicts, missing information, preparation needs, or opportunities to consolidate commitments.
• Process and organize Luke's inbox at least twice daily, keeping routine items moving and clearly identifying messages that require his decision or response.
• Prepare a concise agenda for regular Owner/Assistant check-ins covering calendar decisions, action items, open projects, questions, and items requiring approval.
• Confirm meetings, reservations, addresses, drive time, attendees, documents, and other details so Luke can move from commitment to commitment with minimal friction.
• Track commitments made by Luke or assigned to others and follow up until they are completed or intentionally closed.
• Coordinate travel from planning through completion and maintain a single, accurate itinerary with confirmations and relevant documents.
• Schedule contractors and service providers for home projects or repairs; collect bids when needed, coordinate access and timing, monitor progress, and keep Luke informed at the level necessary for decisions.
• Research options and present concise recommendations when Luke needs to choose a vendor, purchase, service, appointment, or solution.
• Coordinate personal appointments, family-related logistics, deliveries, gifts, and other approved personal tasks that would otherwise consume significant Owner time.
• Maintain organized records, preferences, recurring procedures, and checklists so routine activities can be handled consistently without re-asking the same questions.

Key Performance Indicators (KPIs):

• Owner Time Protected: Increasing percentage of routine scheduling, coordination, follow-up, and personal administrative work resolved without requiring Luke's direct involvement.
• Calendar & Meeting Readiness: Meetings and travel are accurate, confirmed, conflict-free, and contain the information Luke needs with minimal last-minute surprises.
• Follow-Through / Loop Closure: Assigned action items, requests, and projects are tracked and completed on time with very few items lost, forgotten, or requiring repeated reminders.
• Responsiveness: Important internal and external communications receive timely acknowledgement, routing, or resolution according to agreed expectations.
• Executive Trust & Leverage: Luke can confidently delegate increasingly complex responsibilities because the assistant demonstrates sound judgment, discretion, accuracy, and anticipation.

Minimum Qualifications:

• Demonstrated experience in executive support, high-level administrative coordination, project coordination, office management, or a comparable role requiring significant trust and independent judgment.
• Exceptional organization and follow-through; able to manage many moving pieces without losing details or requiring constant reminders.
• Strong judgment and discretion with confidential business, financial, employee, and personal information.
• Proactive mindset: able to anticipate needs, identify problems early, and independently move appropriate work forward.
• Excellent written and verbal communication skills, including the ability to communicate professionally on the Owner's behalf when authorized.
• Strong technology skills and comfort learning new systems; proficiency with email, calendars, documents, spreadsheets, cloud file storage, and task/project-management tools.
• Ability to research unfamiliar topics, compare options, coordinate vendors, and summarize recommendations clearly.
• Valid driver's license and reliable transportation for occasional local errands, appointments, store visits, or project coordination.
• Ability to maintain reasonable flexibility when occasional time-sensitive matters, travel changes, or personal coordination needs fall outside the normal workday.