Executive Administrative Assistant

Full Time Executive Administrative Assistant US Agriculture, LLC is an SEC-registered investment adviser that invests in and manages quality, sustainable farmland real estate across the United States for institutional investors. US Agriculture is seeking to add a full time Executive Administrative Assistant for our Carmel, Indiana headquarters. The Executive Administrative Assistant will serve as a trusted administrative partner to the leadership team. This role requires sound judgment, professionalism, discretion, and the ability to manage competing priorities in a confidential business environment. The position blends executive support, meeting coordination, general office operations, document management, and project administration. As an SEC registered firm, this position is subject to acceptable background checks, including credit, ongoing SEC reporting of personal transactions and social media compliance. Full Time Executive Administrative Assistant US Agriculture, LLC is an SEC-registered investment adviser that invests in and manages quality, sustainable farmland real estate across the United States for institutional investors. US Agriculture is seeking to add a full time Executive Administrative Assistant for our Carmel, Indiana headquarters. The Executive Administrative Assistant will serve as a trusted administrative partner to the leadership team. This role requires sound judgment, professionalism, discretion, and the ability to manage competing priorities in a confidential business environment. The position blends executive support, meeting coordination, general office operations, document management, and project administration. As an SEC registered firm, this position is subject to acceptable background checks, including credit, ongoing SEC reporting of personal transactions and social media compliance. Key Responsibilities Executive Support Manage and coordinate executive calendars, meetings, appointments, and recurring deadlines. Prioritize competing scheduling requests and proactively identify conflicts or preparation needs. Prepare agendas, meeting packets, presentations, reports, and supporting documentation. Track action items, deadlines, and follow-up items on behalf of executive team members. Draft, proofread, format, and distribute executive correspondence, internal communications, and professional documents. Assist with basic preparation of some real estate documents. Screen, organize, and prioritize incoming communications and requests as directed. Handle confidential business, financial, investor, personnel, and compliance-related information with discretion. Meeting, Board, and Investor Support Coordinate executive meetings, board or committee meetings, investor meetings, planning sessions, and professional service provider meetings. Prepare conference rooms, virtual meeting links, printed or electronic materials, catering, and other logistics. Attend selected meetings to capture notes, decisions, action items, and follow-up responsibilities when requested. Maintain organized records of meeting materials, executed documents, approvals, and follow-up correspondence. Travel and Expense Administration Arrange travel, including flights, lodging, ground transportation, meeting locations, and detailed itineraries. Coordinate last-minute travel updates and communicate schedule changes clearly. Prepare, submit, and reconcile travel and expense reports, including receipt collection and documentation support. Assist executive and team members with travel-related logistics for conferences, site visits, and off-site meetings. Office Operations and Vendor Coordination Serve as a professional point of contact for office visitors, calls, deliveries, and general inquiries. Oversee office supplies, equipment, shared spaces (including light cleaning), conference rooms, and general workplace organization. Manage incoming and outgoing mail, overnight packages, courier needs, and shipping records. Coordinate with vendors, service providers, building management, IT support, and professional firms as needed. Support onboarding logistics for employees, vendors, and external partners, including workspace preparation and administrative setup. Project and Document Coordination Maintain project trackers, deadline logs, contact lists, recurring task schedules, and administrative dashboards. Assist with document execution, electronic signatures, routing, filing, and version control. Support legal, accounting, operations, investor relations, asset management, and executive projects by organizing information and tracking next steps. Create and maintain logs, tables, templates, checklists, and standard administrative procedures. Assist with policy documents, process updates, record retention, and administrative workflow improvements. Technology and Records Management Create polished Word documents, Excel trackers, PowerPoint presentations, PDFs, and meeting materials. Maintain organized electronic and paper files, including SharePoint and OneDrive repositories where applicable. Support Microsoft Teams meetings, shared calendars, shared files, and collaborative document review processes. Assist with scanning, digitizing, naming, filing, and retrieving documents in accordance with company practices. Qualifications: Five or more years of administrative, executive assistant, office management, or comparable professional support experience preferred. Experience supporting executives, senior leaders, or professional service teams strongly preferred. Proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Teams, SharePoint, Adobe Acrobat, and standard office technology. Excellent written and verbal communication skills, including proofreading, formatting, and business correspondence abilities. Strong organizational skills with the ability to manage multiple priorities, recurring deadlines, and confidential information. Professional demeanor, sound judgment, and a high level of integrity. Experience in investment management, financial services, accounting, legal, real estate, agriculture, or other professional services environment is a plus. Associate or bachelor degree preferred, or equivalent combination of education and relevant experience. Personal Characteristics: Highly discreet and trustworthy with confidential information. Proactive, resourceful, and comfortable anticipating needs before being asked. Detail-oriented with strong follow-through and ownership of assigned work. Calm under pressure and able to adjust as priorities change. Collaborative, service-minded, and comfortable supporting multiple team members. Curious and willing to learn the business, systems, processes, and industry terminology. Committed to accuracy, professionalism, and continuous improvement. Physical and Work Environment Requirements: Professional office environment based in Carmel, Indiana. Ability to operate standard office equipment and use a computer for extended periods. Ability to occasionally lift or move office supplies, files, packages, or materials of reasonable weight. Ability to work during standard business hours, with flexibility as business needs require. This job description is intended to describe the general nature of the position and the knowledge, skills, experience, and abilities required to perform the role. It is not intended to be an exhaustive list of all responsibilities, duties, or requirements. Responsibilities may change based on business needs. Pay is commensurate with experience and qualifications. #J-18808-Ljbffr