Senior Executive Assistant

The Executive Assistant (Senior) provides primary administrative support to the President & CEO as well as the other members of the Executive Team. This position also supports the Board of Directors and committees. This role requires exceptional organizational skills, effective communication abilities, and the ability to manage confidential and sensitive information with discretion. The Senior Executive Assistant plays a critical role in ensuring the smooth functioning of executive-level operations and contributes to the overall efficiency and effectiveness of the organization.

Calendar and schedule management: Manage the CEO’s

calendar, including scheduling meetings, appointments,

and travel arrangements, coordinating with internal and

external stakeholders to ensure optimal use of the CEO’s

time and prioritize commitments.

Communication and correspondence: Manage all incoming and

outgoing communication on behalf of the CEO, including emails,

phone calls, and written correspondence. Draft, review, and edit

documents, presentations, and reports as needed.

Meeting coordination: Plan, organize, and coordinate meetings,

conferences, and events. This includes room accommodation,

guest parking, catering, audio visual equipment, meeting refreshments

and other incidentals as required. Prepare meeting agendas, take minutes,

and distribute relevant materials. Follow up on action items and ensure

timely completion of tasks

Information management: Maintain an organized filing system for

documents, records, and confidential information. Retrieve and compile data,

reports, and presentations as required. Conduct research and gather

relevant information for executive decision-making. Track, reconcile, and

report expenses related to the President & CEO’s activities. Prepare expense

reports and ensure adherence to budgetary guidelines.

Relationship management: Build and maintain effective working relationships

with internal and external stakeholders, including clients, board of directors,

partners, and colleagues. Serve as a liaison between the President & CEO

and other departments or individuals within the organization.

Board Support: schedules meeting calendar for program year, sends out

appointments, prepares meeting notices per the Open Door Law,

takes and transcribes minutes of meetings, maintains informational database

of board documents. Helps to assure compliance with applicable rules, regulations

, EmployIndy Bylaws, and laws regarding the Board and Board Committee matters.

Serves as the President & CEO’s liaison to the Board of Directors as necessary

•Bachelor's Degree or equivalent; or 8 to 12 years of related experience and/or training; or equivalent combination of education and experience

•Progressive work history with increasing levels of responsibility and accomplishment

•Proven experience as an executive assistant or in a similar administrative role supporting senior management

•Strong organizational skills with the ability to prioritize and multitask effectively

•Excellent verbal and written communication skills

•Proficient in using office productivity tools such as Microsoft Office Suite (Word, Excel, PowerPoint, Todo, Planner, Outlook) and other relevant software

•Discretion and professionalism in handling sensitive information

•Strong attention to detail and accuracy

•Ability to work independently and proactively anticipating needs and taking initiative

•Flexibility to adapt to changing priorities and deadlines

•Strong people skills and the ability to collaborate with individuals at all levels of the organization

•Additional responsibilities may be required outside of regular business hours as needed

•Flexible hybrid office environment (in office three days a week)