Executive Assistant

Wurster Construction is a well-established construction firm with over 87 years of experience specializing in pre-construction, construction management, general contracting, design-build projects, and sustainable building practices. As a family-run business, Wurster prides itself on operating with honesty, integrity, and commitment. With a knowledgeable and dedicated team, the company delivers high-quality solutions tailored to clients' needs. Wurster is deeply committed to serving its community while providing innovative and reliable construction services.

Summary

The Wurster Executive Assistant serves as a vital support to the Executive Leadership team, overseeing office operations, calendar management, meetings, travel arrangements, and corporate events. This position is responsible for consistent delivery and seamless execution of leadership directives while providing prompt assistance to both office and field personnel. The Executive Assistant is responsible for managing the Receptionist. To excel in this role, the individual must demonstrate attention to detail, integrity, and the ability to maintain confidentiality.

This position contributes to the efficiency of the company’s business and provides personalized and timely support to team members located at the corporate office. Proficiency in managing complex schedules, adapting to changing priorities, proactively addressing operational needs, and fostering a professional and efficient work environment are essential qualities for success. This role is a full-time, on-site position based in the Castleton area of Indianapolis.

Key Outcomes Expected

Provide comprehensive support to the Executive Leadership team as required, including but not limited to:

• Supervise the Receptionist and arrange alternative coverage, as necessary. Ensure front desk coverage Monday through Friday, 8:00 AM to 5:00 PM.
• Oversee complex scheduling, calendar, and contact management for the Executive Leadership team (primarily the President), as required; assist with email organization; and manage the distribution of information and content flow to executives.
• Prepare meeting agendas, materials, and disseminate relevant information and action items to participants.
• Oversee corporate events, i.e., annual company picnic and holiday parties, with input from the Executive Leadership team.
• Draft, edit, and verify executive communications tailored to internal teams, leadership, strategic planning groups, and external stakeholders, at the direction of the Executive Leadership team.
• Conserve executives’ time by conducting research, cost benefit analysis, reviewing documentation, collecting data, providing options, and performing other analysis as requested.
• Maintain confidentiality and practice discretion when handling sensitive matters.
• Establish and sustain organized filing systems for administrative records, promoting efficient retrieval and recordkeeping.
• Support the development of a structured Wurster SOP database and resource tools in partnership with the COO and various department leaders.
• Responsible for coordinating and submitting the necessary information for affiliate renewals (e.g., CCS, ABC STEP, ABC AQC), delegating to the Receptionist as applicable.
• Assist with documentation and administrative requirements related to the Executive Leadership team’s participation in external boards and community activities.
• Plan and coordinate logistics for board meetings and events, including minute-taking and distribution to relevant parties.
• Anticipate executive needs and deliver solutions that align with organizational priorities proactively.
• Serve as the key contact for IT providers. This includes securing and setting up equipment for new employees (e.g., laptops, phones, tablets) and maintaining the IT equipment log for these items.
• Assist the Executive Leadership team with research on large equipment purchases.
• Coordinate travel needs, including flights, rental cars, hotel accommodations, etc., while ensuring an effective balance between time and cost.

Serve as the primary point of contact for entering required contract details into AIA contract systems, including:

• Prepare detailed…