Executive Assistant to the CEO

Do you prefer a structured, steady work environment where accuracy and quality come first? Do you take time to build strong, lasting relationships and appreciate a workplace that values professionalism over office politics? Are you analytical, introspective, and disciplined in your approach? If you thrive on well-defined processes, enjoy working independently with a focus on precision, and appreciate a supportive, methodical work environment, this role could be the perfect fit for you.

Job Summary

We are seeking an assistant who will serve as a critical right-hand partner to the Owner & CEO, ensuring priorities are executed seamlessly and consistently. This role requires a detail-oriented, system-minded, and trustworthy professional who can handle confidential information, manage complex schedules, and proactively identify and fill operational gaps.

Key Responsibilities

• Meeting Support & Follow-Through

o Attend high-level meetings to take detailed notes and track key deliverables.

o Create and manage systems to ensure timely follow-up and accountability on action items.

• Calendar & Time Management

o Manage the CEO’s schedule, including VP and leadership meeting cadences.

o Maximize the CEO’s time, ensuring appropriate prioritization and protection of focus time.

• Legal & Contractual Organization

o Maintain and organize all legal documentation including subcontractor agreements and compliance processes.

o Ensure 100% accuracy, accessibility, and centralized filing of all legal and contractual records.

• Fleet & Vehicle Management

o Maintain up-to-date records in our fleet management software and spreadsheets for vehicle assignments, purchases, and sales.

o Organize and manage paperwork related to vehicle titles, insurance, and routine maintenance.

• Office Management

o Monitor, manage, and order office supplies to ensure efficient operations.

• Process Documentation & Accessibility

o Use Loom and other tools to organize and document key processes for Admin, Sales, and VP teams.

o Identify process gaps and work with stakeholders to build out documentation and training resources.

o Centralize and maintain Standard Operating Procedures (SOPs) across all departments.

o Identify missing documentation and partner with leaders to ensure thorough process capture.

• Project Management & Tracking

Executive Assistant to the CEO

Job Description

SafeCare® Executive Assistant to the CEO Job Description Page 2

DB/AB 03.26.25

o Manage or support special projects or strategic initiatives, helping drive progress and tracking milestones.

o Maintain a system (dashboard, project tracker) for the CEO to quickly review the status of key priorities.

o Help manage high-level confidential tasks such as compensation planning prep, sensitive employee concerns, or exit logistics.

• E-mail & Inbox Management

o Triage and manage the CEO’s email inbox, flagging urgent issues, and drafting responses when appropriate.

o Create systems to filter and prioritize incoming communication.

Qualifications

• A commitment to SafeCare®'s core values: Authenticity, Character, Compassion, Determination, and Fun.

• Proven experience in a high-level executive support role.

• Strong organizational and time management skills.

• Excellent written and verbal communication.

• Tech-savvy and highly proficient with tools like Excel, Loom, Google Workspace, Microsoft 365 and project/task management software.

• Ability to handle sensitive and confidential information with discretion.

• Self-starter who is proactive, curious, and solutions-oriented.

• Comfortable balancing multiple priorities in a fast-paced environment.

Company Information

SafeCare® is a locally owned business that offers safety and security solutions with unrivaled customer service, swift response, and attention to detail. With over 250 years of combined experience, SafeCare® technicians are highly skilled and specialized in their respective fields. We provide 24-hour emergency service and technician support, tests and inspections, sales and consulting throughout Indiana and Kentucky.

SafeCare® is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Job Type: Full-time

Pay: $65,000.00 - $75,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Referral program
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Application Question(s):

• Applicant must complete the Predictive Index Assessment using the link below.

https://assessment.predictiveindex.com/3La/bdc91754-5c46-4a1c-b0df-64db59e44f88?type=candidateba

Experience:

• Assisting CEOs: 3 years (Required)

Ability to Commute:

• Indianapolis, Indiana 46203 (Required)

Ability to Relocate:

• Indianapolis, Indiana 46203: Relocate before starting work (Required)

Willingness to travel:

• 25% (Required)

Work Location: In person

Salary : $65,000 - $75,000