Executive Assistant Job Indianapolis Indiana USA,Administrative/Clerical

Location: Indianapolis

Executive Administrative Assistant

Location:
Indianapolis, IN (Hybrid)

Travel:
Occasional travel to Columbus, IN (a few days per month)

Pay: $/hr

Direct position

Position Overview

We are seeking an experienced Administrative Associate IV to provide executive-level support to senior leadership within a fast-paced, highly visible business environment. This role serves as a trusted extension of leadership, ensuring effective communication, seamless coordination of activities, and a positive experience for internal and external stakeholders. The ideal candidate will possess exceptional organizational skills, executive presence, sound judgment, and the ability to manage multiple priorities with professionalism and discretion.

Key Responsibilities

Serve as a trusted representative of senior leadership in interactions with employees, customers, vendors, and external stakeholders.
Manage complex executive calendars, scheduling priorities, and travel arrangements.
Coordinate domestic and international travel logistics, expense reporting, and itinerary management.
Prepare, edit, and distribute professional correspondence, presentations, reports, meeting materials, and executive communications.
Facilitate communication between senior management and internal or external business partners.
Organize and coordinate meetings, staff events, business reviews, and leadership activities.
Capture, prepare, and distribute meeting agendas, notes, and action items.
Maintain confidential executive records, documents, and communications with the highest level of discretion.
Monitor and process routine expenditures while ensuring compliance with established budgets and company policies.
Conduct research, gather information, and perform basic data analysis to support executive decision-making.
Collaborate with executive assistants and administrative professionals across business units to coordinate priorities and resolve scheduling conflicts.
Provide guidance and support to less experienced administrative staff as needed.

Required Qualifications

High school diploma or equivalent.
Minimum of 5 years of experience supporting senior executives or leadership teams.
Strong proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
Experience managing complex calendars, executive travel, and meeting coordination.
Excellent written and verbal communication skills.
Strong organizational skills with exceptional attention to detail.
Ability to handle sensitive and confidential information with professionalism.
Proven ability to prioritize competing demands in a fast-paced environment.
Stable work history demonstrating reliability and accountability.

Preferred Qualifications

Bachelor's degree.
Experience supporting executive-level leaders in a corporate environment.
Familiarity with AI-powered productivity tools, including Microsoft Copilot or similar technologies.
Experience creating executive presentations and performing basic data analysis.
Experience coordinating global travel and large-scale business events.

Key Competencies

Executive Presence
Collaboration and Relationship Building
Written and Verbal Communication
Planning and Prioritization
Customer Focus
Accountability
Data Analysis and Visualization
Problem Solving and Critical Thinking
Confidentiality and Professional Judgment
Adaptability and Resilience

EOE (including Disability/Veterans)