Executive Administrative Assistant

Administrative Associate – Level IV

Direct Hire-Full time

Indianapolis, IN 46204 (Hybrid - 3 days onsite & 2 days remote)

Requirements for the position (must have)

• High School Diploma
• 5 years of stability at least
• Past experience managing executives (5 years of experience)
• Microsoft Office suite experience (comfortable using it)
• Diverse Candidates

Preferences for position:

• Bachelor’s Degree
• Experience with AI tools or Copilot

Short Description:

Acts as an extension of senior management ensuring a positive customer experience while being the representative of senior management to others. Provides administrative support and performs numerous duties, including scheduling, writing correspondence, emailing, overseeing visitors, routing callers and answering questions and requests.

Full Description:

We are looking for a talented Administrative Associate - Level IV - General Management to join our team specializing in General Management for our Client Inc. facility in Indianapolis, IN.

In this role, you will make an impact in the following ways:

• Serve as a trusted extension of senior management, ensuring a positive customer experience and representing leadership effectively across internal and external interactions.
• Enhance executive efficiency by anticipating needs, proactively managing complex schedules, and coordinating seamless travel arrangements, expenses, and documentation.
• Strengthen decision‐making and communication by gathering, verifying, analyzing, and preparing high‐quality materials including memos, reports, presentations, speeches, and official communications.
• Facilitate smooth, timely communication between senior management, employees, customers, media, vendors, and other external stakeholders.
• Protect sensitive information by maintaining strict confidentiality and ensuring secure handling of executive files, records, and communications.
• Support financial stewardship by monitoring, reviewing, and approving routine expenditures to maintain adherence to established budgets.
• Demonstrate sound judgment by independently preparing documents, responding to correspondence and inquiries, coordinating meetings, and capturing and distributing accurate meeting minutes.
• Contribute to team development by serving as a knowledgeable resource for colleagues with less experience and providing additional support to senior management as needed.

Qualifications and Competencies

To be successful in this role you will need the following:

• Strong communication skills to deliver clear, audience‐specific messages across multiple formats and ensure understanding at all levels.
• A customer‐focused mindset that builds productive relationships and consistently delivers solutions aligned with stakeholder needs.
• The ability to hold yourself and others accountable, ensuring commitments are met and work is executed with reliability and integrity.
• Effective planning and prioritization skills to align daily work with organizational goals and manage competing demands efficiently.
• Proficiency in data analytics and data visualization to interpret qualitative and quantitative information, uncover meaningful insights, and present findings through compelling reports and dashboards that support data‐driven decisions.