Executive Administrative Assistant

Full Time Executive Administrative Assistant

US Agriculture, LLC is an SEC-registered investment adviser that invests in and manages quality, sustainable farmland real estate across the United States for institutional investors. US Agriculture is seeking to add a full time Executive Administrative Assistant for our Carmel, Indiana headquarters.

The Executive Administrative Assistant will serve as a trusted administrative partner to the leadership team. This role requires sound judgment, professionalism, discretion, and the ability to manage competing priorities in a confidential business environment. The position blends executive support, meeting coordination, general office operations, document management, and project administration.

As an SEC registered firm, this position is subject to acceptable background checks, including credit, ongoing SEC reporting of personal transactions and social media compliance.

US Agriculture, LLC is an SEC-registered investment adviser that invests in and manages quality, sustainable farmland real estate across the United States for institutional investors. US Agriculture is seeking to add a full time Executive Administrative Assistant for our Carmel, Indiana headquarters.

The Executive Administrative Assistant will serve as a trusted administrative partner to the leadership team. This role requires sound judgment, professionalism, discretion, and the ability to manage competing priorities in a confidential business environment. The position blends executive support, meeting coordination, general office operations, document management, and project administration.

As an SEC registered firm, this position is subject to acceptable background checks, including credit, ongoing SEC reporting of personal transactions and social media compliance.

• Manage and coordinate executive calendars, meetings, appointments, and recurring deadlines.
• Prioritize competing scheduling requests and proactively identify conflicts or preparation needs.
• Prepare agendas, meeting packets, presentations, reports, and supporting documentation.
• Track action items, deadlines, and follow-up items on behalf of executive team members.
• Draft, proofread, format, and distribute executive correspondence, internal communications, and professional documents.
• Assist with basic preparation of some real estate documents.
• Screen, organize, and prioritize incoming communications and requests as directed.
• Handle confidential business, financial, investor, personnel, and compliance-related information with discretion.

• Coordinate executive meetings, board or committee meetings, investor meetings, planning sessions, and professional service provider meetings.
• Prepare conference rooms, virtual meeting links, printed or electronic materials, catering, and other logistics.
• Attend selected meetings to capture notes, decisions, action items, and follow-up responsibilities when requested.
• Maintain organized records of meeting materials, executed documents, approvals, and follow-up correspondence.

• Arrange travel, including flights, lodging, ground transportation, meeting locations, and detailed itineraries.
• Coordinate last-minute travel updates and communicate schedule changes clearly.
• Prepare, submit, and reconcile travel and expense reports, including receipt collection and documentation support.
• Assist executive and team members with travel-related logistics for conferences, site visits, and off-site meetings.

• Serve as a professional point of contact for office visitors, calls, deliveries, and general inquiries.
• Oversee office supplies, equipment, shared spaces (including light cleaning), conference rooms, and general workplace organization.
• Manage incoming and outgoing mail, overnight packages, courier needs, and shipping records.
• Coordinate with vendors, service providers, building management, IT support, and professional firms as needed.
• Support onboarding logistics for employees, vendors, and external partners, including workspace preparation and administrative setup.

• Maintain project trackers, deadline logs, contact lists, recurring task schedules, and administrative dashboards.
• Assist with document execution, electronic signatures, routing, filing, and version control.
• Support legal, accounting, operations, investor relations, asset management, and executive projects by organizing information and tracking next steps.
• Create and maintain logs, tables, templates, checklists, and standard administrative procedures.
• Assist with policy documents, process updates, record retention, and administrative workflow improvements.

• Create polished Word documents, Excel trackers, PowerPoint presentations, PDFs, and meeting materials.
• Maintain organized electronic and paper files, including SharePoint and One Drive…