What are the responsibilities and job description for the Executive Assistant position at Hamilton County Tourism, Inc.?
Department: Administration
Reports to: President & CEO
Job Classification: Exempt, Full-Time, Assistant
Work Environment: Hybrid – remote and office in Carmel, Indiana
Position Statement
The Executive Assistant provides comprehensive administrative support to the President & CEO and serves as a liaison to staff, board members, elected officials, and other key community stakeholders. This position plays a pivotal role in ensuring the smooth and efficient functioning of executive level operations.
Responsibilities
Executive Support (70%)
• Cultivate positive relationships with staff, board members, elected officials and community partners. Represent the President & CEO and Hamilton County Tourism in a professional manner.
• Manage the President & CEO’s calendar, serving as the primary point of contact for all internal and external stakeholders to schedule meetings and appointments. Prioritize commitments for efficient use of time.
• Assist President & CEO with board meeting management, to include agenda preparation, required public and board notifications, conference room set up, meeting packet assembly, and minute taking.
• Process the President & CEO’s monthly expense report, ensuring that receipts are collected and submitted in a timely fashion.
• Assist President & CEO with stakeholder updates and communications. Compose, review and edit email correspondence, documents, reports and presentations as needed.
• Oversee conference registrations and travel logistics for the President & CEO, sharing reservation confirmations and itinerary details prior to travel.
• Support the President & CEO with special projects, research and presentations.
Organizational Support (25%)
• Support other departments as needed with organizing and staffing internal and external meetings, events and programs. This may include site selection, room set up, food/beverage orders, registration table staffing, etc.
• Serve as back-up for front desk coverage. Welcome walk-ins and answer the phone. Provide helpful information to ensure that each visitor has a positive experience.
• Assist with deliveries and errands as needed.
• Coordinate staff logo wear orders twice a year.
Other (5%)
• Participate in HCT-sponsored functions and activities as needed.
• Participate in staff meetings and project meetings as required by position or requested by supervisor.
• Demonstrate a commitment to developing and embracing Hamilton County Tourism’s core values—strive for excellence, foster flexibility, cultivate collaboration, lead with intelligence and shape community.
• Perform other duties as assigned.
Education & Experience
• Associate’s degree in business, communications, nonprofit management, tourism or related field required, bachelor’s degree preferred
• At least 5 years of relevant work experience
Requirements
• Professional demeanor
• Effective verbal and written communication skills
• Strong attention to detail
• Ability to handle confidential and sensitive information with discretion
• Capacity to manage multiple projects and tasks
• Adaptability/flexibility
• Ability to work independently and as part of a team
• Proficiency with Microsoft Office applications, specifically Word, PowerPoint and Excel
• Valid driver’s license and ability to drive own car as well as the company vehicle
To apply, send a cover letter and resume to careers@hamiltoncountytourism.com by February 19.