Senior Executive Assistant to the CEO

Opportunity Title: Senior Executive Assistant  

Reports To: Chief Executive Officer 

Salary or Hourly: $65,000 to $75,000 

Year Created: 2024 

Detailed Description 

Overview

The Senior Executive Assistant works collaboratively with Chief of Staff and acts as the CEO's strategic partner, managing a dynamic schedule, maintaining seamless communication with key stakeholders, and anticipating the needs of the CEO to ensure operational efficiency. The ideal candidate will possess exceptional judgment, strong written and verbal communication skills, and a proven ability to handle competing priorities in a calm and professional manner. This role provides mentoring and leadership to a talented team of EAs and is integral to fostering a culture of collaboration and excellence at all levels of the organization. 

Essential Job Functions 

Executive Support 

• Manage the CEO’s highly active calendar, including prioritization of appointments and preparation of materials. 
• Coordinate complex travel arrangements, ensuring all details are seamlessly handled, including itineraries, accommodations, and expense reconciliation. 
• Draft, edit, and manage confidential correspondence and communications on behalf of the CEO. 
• Organize and prepare materials for meetings, including agendas, presentations, and accurate meeting minutes. 
• Act as a primary point of contact for internal and external stakeholders, screening and responding to inquiries with professionalism. 
• Manage budget and financial processes. 
• Infrequent attendance at events, occasional after-hours work, and occasional weekend work required. 
• Strong knowledge of the Indianapolis area required. 

Board and Committee Support  

• Serve as the administrative liaison to the Board of Trustees and Governors. 
• Plan, organize, and manage Board meetings and select committee meetings, including scheduling, preparing materials, and recording minutes. 
• Ensure compliance with governance protocols, including timely dissemination of meeting materials. 
• Serve as the Administrator for Onboard, a digital platform used for board management. 

Operational Leadership 

• Act as a gatekeeper to protect the CEO’s time while ensuring important issues are addressed promptly. 
• Support strategic initiatives by coordinating cross-functional team efforts and monitoring project progress. 
• Handle sensitive information with utmost confidentiality and professionalism. 
• Relationship Management 
• Cultivate and maintain relationships with Board members, donors, and key stakeholders. 
• Follow up on strategic connections made by the CEO, fostering long-term partnerships. 
• Prepare acknowledgment letters, and other correspondence to support the CEO’s outreach efforts. 

Required Skills  

• Professionalism: Exemplify discretion, a polished demeanor, and a commitment to maintaining confidentiality. 
• Technical Expertise: Adept and proficient with technology and use of cloud based systems. Proficiency in Microsoft Office Suite, Adobe Acrobat, and CRM tools; familiarity with project management platforms is a plus. 
• Communication: Exceptional written and verbal communication skills, with the ability to draft correspondence and presentations of the highest quality. 
• Organization: Superior organizational and time management skills with a proven ability to manage multiple priorities and deadlines. 
• Problem-Solving: Proactive and resourceful, capable of independently addressing challenges and proposing innovative solutions. 
• Relationship-Building: Strong interpersonal skills with the ability to engage and influence at all organizational levels. 

Education and Experience 

• Bachelor’s degree required; advanced certifications (e.g., Certified Administrative Professional) are a plus. 
• 8 years of experience supporting C-level executives in high-growth or mission-driven organizations. 
• Demonstrated track record of managing complex schedules, projects, and confidential matters with precision. 

Physical Demands of Work Environment 

The physical demands and work environment characteristics described here are representative of that that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

Physical demands: While performing the duties of this hob, the employee is occasionally required to stand; walk; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch, or crawl; talk or hear; taste or smell. The employee must occasionally lift and/ or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color, vision peripheral vision, depth perception, and the ability to adjust focus. 

Work environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the position. The noise level in the work environment is usually moderate.  

Salary : $65,000 - $75,000