What are the responsibilities and job description for the Executive Assistant position at Indy Economic Development?
Company Description
Indy Economic Development, formerly known as "Develop Indy," is the new economic development organization for the City of Indianapolis and Marion County. Our mission is to drive business attraction, retention, and expansion to support economic vitality and enhance the quality of life in our community.
Formed in January 2025, Indy Economic Development is a newly established organization currently operating with a small but dynamic team in our downtown office. As we continue to grow over the coming months, responsibilities and priorities may evolve to align with our organizational development and expanding initiatives.
Role Description
Indy Economic Development is seeking a highly organized, proactive, and professional Executive Assistant to support the President & CEO. This full-time, on-site position plays a critical role in ensuring the efficiency and effectiveness of the CEO’s office and contributes to the overall success of the organization. While the primary focus of the role is to provide direct support to the CEO, the Executive Assistant will also assist other senior staff as needed and will have shared responsibilities related to managing the office space.
Key Responsibilities:
Executive Support
- Act as a primary point of contact between the CEO and internal/external stakeholders.
- Manage the CEO’s calendar, including scheduling meetings, coordinating travel arrangements, and prioritizing commitments.
- Prepare and organize materials for meetings, presentations, and events.
- Draft, proofread, and edit correspondence, reports, and other documents on behalf of the CEO.
- Provide occasional administrative assistance to senior staff members, such as scheduling meetings, preparing materials, or handling logistics for events and initiatives.
- Serve as a resource for special projects or priority tasks as assigned by senior leadership.
Office Operations Support
- Collaborate with other staff to oversee the functionality and organization of the office space.
- Assist in managing office supplies, equipment, and vendor relationships.
Administrative Assistance
- Handle confidential information with discretion and professionalism.
- Maintain an organized filing system of paper and electronic documents.
- Manage and reconcile expense reports in a timely and accurate manner.
- Ensure office supplies for the CEO are stocked and functional.
Communication Facilitation
- Screen and route phone calls, emails, and inquiries to the appropriate parties.
- Serve as a liaison between the CEO and board members, community leaders, and staff.
- Coordinate logistics for meetings, including venue booking, AV setup, and catering.
Project Coordination
- Support the CEO in tracking organizational goals and initiatives.
- Assist with special projects, research, and event planning as needed.
- Proactively identify opportunities to enhance the CEO’s productivity and workflow.
Qualifications
- Proven experience in executive administrative assistance or a similar role.
- Exceptional organizational and time-management skills.
- Strong written and verbal communication abilities.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Ability to multitask and adapt to changing priorities.
- Demonstrated ability to maintain confidentiality and professionalism.
- Knowledge of Indianapolis and Marion County’s business and civic landscape is a plus.
Why Join Indy Economic Development?
As part of a new and growing organization, you will have the unique opportunity to shape processes, contribute to organizational culture, and make a meaningful impact on Indianapolis’ economic landscape. This role offers an exciting challenge for individuals eager to grow alongside a dynamic team and drive initiatives that support innovation and community development.
To Apply
Interested candidates should complete an application for employment through this link: https://form.jotform.com/250086977201054.
We are an equal-opportunity employer and encourage candidates from all backgrounds to apply.