INTRODUCTION

The Executive Assistant provides high-level administrative and operational support to members of the Executive Leadership Team and reports directly to their assigned executive. Serving as a trusted partner, this role manages complex schedules, coordinates travel and meetings, facilitates communication, and ensures the smooth execution of day-to-day priorities. While each Executive Assistant supports a designated executive, they also collaborate closely with one another to ensure coordination and alignment across the Executive Leadership Team. The role serves as a central point of coordination across departments, supporting organization, communication flow, and follow-through on key initiatives that drive leadership effectiveness and operational efficiency.

ROLE AND RESPONSIBILITIES

Key Areas of Responsibility

Executive Support, Planning & Strategic Coordination:

• Serve as a trusted administrative partner to the assigned executive by supporting the prioritization of workflow, communications, and leadership responsibilities
• Anticipate executive needs by proactively preparing materials, identifying potential issues, and supporting solutions that enable informed decision-making
• Support executive-level initiatives, strategic priorities, and special projects as assigned
• Represent the assigned executive with professionalism in internal and external interactions
• Support preparation for executive planning sessions, goal-setting activities, and leadership reviews
• Assist with maintaining dashboards, reporting materials, and performance tracking documentation
• Support executive leadership meetings and strategic planning discussions
• Organize information and priorities to help ensure executives remain focused on high-impact matters

Calendar, Travel & Meeting Management:

• Manage a complex executive calendar, including internal leadership meetings, client engagements, and organizational commitments
• Coordinate domestic and occasional international travel arrangements, including itineraries, logistics, accommodations, and related expense documentation
• Prepare meeting agendas, briefing materials, presentations, and follow-up documentation
• Record and distribute meeting minutes or summaries as needed to document discussions, decisions, and action items
• Track meeting commitments and action items to support timely follow-through

Communication & Stakeholder Coordination:

• Serve as a central coordination point for communications involving the assigned executive(s)
• Draft, edit, and review executive correspondence, reports, presentations, and other leadership communications
• Coordinate with senior leaders, field leadership teams, customers, vendors, and external partners while maintaining professionalism and discretion

Organizational and Operational Coordination:

• Support preparation and coordination of Executive Leadership Team meetings, leadership offsite meetings, and strategic planning sessions
• Maintain organized records, documents, and confidential materials related to executive activities and initiatives
• Coordinate information and materials across departments including Finance, Human Resources, Operations, and Sales as needed
• Identify opportunities to streamline administrative processes and improve communication flow to support organizational efficiency
• Handle sensitive and confidential information with a high degree of discretion and professionalism
• Exercise sound judgment in prioritization, decision support, and information management

Strategic Project & Leadership Support:

• Assist in translating executive priorities into initiatives, milestones, and assigned responsibilities
• Prepare briefing materials, summaries, and analysis to support executive decision-making
• Track progress on key organizational initiatives and help identify risks or issues requiring leadership attention
• Support follow-up and accountability for action items generated during executive leadership meetings

Employee Culture & Engagement Support:

• Assist in coordinating employee engagement activities involving executive leadership, such as employee lunches, recognition events, town halls, and leadership visits to field locations
• Support planning and logistical coordination for internal events that promote employee engagement, culture, and leadership visibility
• Collaborate with Human Resources and leadership teams to support company-wide engagement and culture initiatives

BASIC QUALIFICATIONS

• Minimum five (5) years minimum experience in an Executive Assistant or comparable administrative leadership role; Bachelor’s degree in Communication, Business Administration, or related degree preferred
• Demonstrated ability to manage complex calendars, competing priorities and executive-level communications
• Strong proficiency in Microsoft Office 365 (Excel, Outlook, Word, PowerPoint)
• Exceptional written communication skills with the ability to draft executive-level correspondence, organizational announcements, and internal communications on behalf of senior leadership
• Strong organizational, analytical, and problem-solving skills with exceptional attention to detail and the ability to manage multiple priorities and deadlines
• Demonstrated ability to maintain strict confidentiality and exercise sound judgment when handling sensitive executive information and enterprise-level priorities

IND