Executive Administrator

Location:

Indianapolis, IN

Starting Pay for position: 90K - 120K per year, depending on qualifications and experience.

Indianapolis-based Herff Jones is the leading provider of graduation and educational products and services designed to inspire achievement and create memorable experiences for students. Herff Jones’ products include class rings and jewelry, caps and gowns, diplomas and announcements as well as motivation and recognition programs. Focused on building long-term relationships through a nationwide network of over 1,400 employees and sales partners, the professionals at Herff Jones have been helping elevate the student experience throughout the lifelong journey of education for more than 100 years.

For more information about Herff Jones, please visit

The Executive Assistant provides high-level administrative and operational support to executive leadership, ensuring the efficient management of daily activities, priorities, and strategic initiatives. This position serves as a trusted partner to leadership, exercising sound judgment, discretion, and professionalism while managing confidential information and competing priorities.

The ideal candidate is highly organized, proactive, detail-oriented, and capable of anticipating executive needs while building strong relationships across all levels of the organization.

• Own and strategically manage the CEO’s complex calendar, aligning time and priorities with the company’s most important business objectives.
• Coordinate domestic travel, accommodations, detailed itineraries, ground transportation, and expense reporting for the CEO.
• Prepare, edit, and organize executive correspondence, presentations, reports, briefing materials, agendas, and other communications on behalf of the CEO.
• Anticipate the CEO’s needs, monitor commitments and deadlines, and ensure timely follow-through on decisions, priorities, and requests.
• Screen, prioritize, and respond appropriately to incoming communications, meeting requests, and inquiries directed to the CEO.
• Maintain secure, accurate, and organized records, documents, contacts, and highly confidential files for the Office of the CEO.

• Plan and coordinate Board of Directors, executive leadership team, company leadership, and other meetings led or attended by the CEO.
• Develop agendas and meeting materials, capture decisions and action items, and drive disciplined follow-up with accountable leaders.
• Maintain an integrated view of CEO priorities, strategic initiatives, key milestones, and deliverables; proactively identify risks, conflicts, and required decisions.
• Coordinate with executive leaders and cross-functional partners to gather information, advance CEO-sponsored initiatives, and ensure commitments are completed.
• Support the preparation of Board materials, executive presentations, leadership communications, business reviews, and other high-visibility deliverables.

• Serve as the primary administrative liaison and professional point of contact for the CEO with Board members, executive leaders, employees, customers, and external partners.
• Build trusted relationships across the organization to facilitate clear, timely communication and effective access to the CEO.
• Exercise exceptional discretion and judgment when handling sensitive personnel, financial, legal, strategic, and business information.
• Anticipate scheduling conflicts, stakeholder needs, and emerging issues; resolve routine matters independently and elevate appropriately.
• Represent the Office of the CEO with professionalism,…