Executive Administrator

Position Title: Executive Assistant

Location: Indianapolis, IN

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

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About Herff Jones:

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

Your Opportunity:

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.

Essential Duties and Responsibilities:

Executive & Administrative Support

• 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.

Meeting & Project Coordination

• 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.

Communication & Relationship Management

• 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 escalate appropriately.
• Represent the Office of the CEO with professionalism, responsiveness, sound judgment, and integrity in every interaction.

Operational Excellence

• Establish and continuously improve operating rhythms, administrative processes, information flow, and follow-up practices for the Office of the CEO.
• Maintain accurate, accessible documentation and systems that enable the CEO to make informed decisions and operate efficiently.
• Manage special assignments and confidential projects on behalf of the CEO, coordinating stakeholders and deliverables as needed.
• Demonstrate flexibility, urgency, and composure in a fast-paced environment with changing priorities and occasional needs outside normal business hours.

Education Certifications Required:

• Bachelor's degree or equivalent required

Required Qualifications

• Minimum of 7 years of progressively responsible administrative experience, including experience supporting senior-level leadership
• Advanced proficiency in Microsoft Office, including Outlook, Word, Excel, PowerPoint, and Teams.
• Experience managing complex calendars, travel arrangements, and executive communications.
• Excellent written and verbal communication skills.
• Strong organizational, time management, and problem-solving abilities.
• Demonstrated ability to maintain confidentiality and exercise independent judgement.
• Ability to manage multiple priorities with minimal supervision.

Physical Requirements:

• Daily activity includes but is not limited to lifting, carrying, sitting, grasping, reaching, standing, kneeling, walking, bending, twisting.
• Reading, communication, math.
• Working at a computer for extended periods of time.
• Ability to regularly lift/move up to 30lbs.
• Noise level in the work environment is usually moderate to above

Herff Jones, Inc. and its affiliates are equal opportunity employers and maintain affirmative action plans to recruit, retain, develop, and promote qualified individuals without unlawful consideration of race, gender, gender identity, color, religion, sexual orientation, national origin, age, disability, citizenship status, veteran status, or any other characteristic protected by federal, state or local law. Herff Jones strives to maintain a work environment free from unlawful discrimination and harassment, where associates are treated with respect and dignity.

Any employment agency, person or entity that submits a résumé into this career site or to a hiring manager does so with the understanding that the applicant's résumé will become the property of Herff Jones. Herff Jones will have the right to hire that applicant at its discretion without any fee owed to the submitting employment agency, person or entity.