Executive Assistant

Executive Assistant / Administrative Assistant

This role provides high-level administrative and project support to a sr Wave Lead and leadership team, ensuring smooth day-to-day operations, effective coordination of activities, and timely execution of strategic initiatives. You will manage complex calendars, travel, meetings, and documentation, while also contributing to project management, change control, and status reporting. The position is ideal for an experienced, proactive assistant who enjoys working independently, partnering closely with executives, and operating in a fast-paced, dynamic, and highly collaborative environment.

Responsibilities

• Provide comprehensive administrative support to the Wave Lead and, as applicable, members of the leadership team, ensuring professional, proactive, and reliable assistance.
• Manage complex executive calendars, including scheduling, prioritizing, and coordinating internal and external meetings across multiple time zones.
• Coordinate and manage domestic and international travel arrangements, including flights, accommodations, ground transportation, itineraries, and related logistics.
• Prepare, process, and track expense reports and related documentation, ensuring accuracy, timeliness, and compliance with internal guidelines.
• Plan, organize, and support leadership meetings, including developing agendas, coordinating materials, preparing presentations, and ensuring all participants are informed and prepared.
• Capture, track, and follow up on meeting action items, decisions, and next steps, ensuring timely completion and clear communication to stakeholders.
• Organize and independently manage events and workshops for internal and external stakeholders, including logistics, invitations, materials, and on-site support as needed.
• Support and, where appropriate, lead organizational and group projects from conception through implementation, including monitoring progress and outcomes.
• Execute the change control process for assigned areas of responsibility, ensuring that changes are documented, communicated, and implemented effectively.
• Drive reporting activities by preparing and maintaining accurate status updates, progress reports, and other program reporting as required.
• Develop, implement, and manage project templates and documentation, ensuring consistent use and proper documentation management across the wave and functional teams.
• Support strategic initiatives by identifying and implementing improvements in your area of responsibility that align with program goals, vision, and strategy.
• Actively contribute to the implementation of ASPIRE goals, vision, and strategy by proposing tools, methods, and working practices that enhance team effectiveness.
• Serve as a communication bridge and mood barometer between the manager and the broader area, helping to foster understanding, cooperation, and leadership team cohesion.
• Coordinate multiple workstreams and priorities, integrating information from various sources and ensuring alignment across virtual and cross-functional teams.
• Maintain and protect highly confidential and critical information, exercising mature judgment and discretion in all interactions and documentation.
• Build and maintain strong, trusting relationships with executive leaders and key stakeholders, anticipating their needs and providing proactive support.
• Prepare high-quality written communications, documentation, and correspondence in English, ensuring clarity, professionalism, and accuracy.
• Use collaboration tools and virtual platforms to support remote and distributed teams, ensuring effective communication and coordination.
• Continuously look for opportunities to improve processes, workflows, and administrative practices to enhance efficiency and effectiveness.
• Operate with a high degree of independence, ownership, and accountability, consistently following through on commitments and managing competing priorities to completion.

Essential Skills

• Associate or Bachelors degree in a related field; Bachelors degree preferred.
• 57 years of experience in an Executive Assistant, Administrative Assistant, or comparable high-level support role.
• Demonstrated experience providing executive-level administrative support, including calendar management, meeting coordination, and leadership support.
• Strong calendar management skills, including complex scheduling, prioritization, and coordination for sr or executive leaders.
• Proven experience coordinating domestic and international travel, including end-to-end arrangements, itineraries, and logistics.
• Experience preparing, managing, and reconciling expense reports and related documentation.
• Experience with project management approaches, tools, and phases of the project lifecycle; familiarity with agile methodologies preferred.
• Strong proficiency with Google Suite (such as Gmail, Calendar, Drive, Docs, Sheets, Slides) and Microsoft Office.
• Experience using collaboration tools and working effectively in virtual and distributed teams.
• Proven ability to organize, coordinate, and integrate multiple streams of information and activities simultaneously.
• Excellent written and verbal communication skills in English, with the ability to communicate clearly and professionally with executives and cross-functional stakeholders.
• Strong problem-solving skills and the ability to exercise mature judgment when handling complex or sensitive issues.
• Ability to handle confidential and sensitive information with discretion, professionalism, and sound judgment.
• High level of detail orientation, organization, and process management skills, with the ability to manage multiple tasks and deadlines.
• Excellent time management skills, with the ability to consistently execute multiple and sometimes competing activities to a high standard and within deadlines.
• Ability to build and maintain strong, trusting relationships with executive leaders and stakeholders.
• Demonstrated resilience, adaptability, and comfort working in a fast-paced, ambiguous environment with changing priorities.
• Proactive, independent, and accountable work style, with the ability to anticipate needs, take initiative, and operate with minimal supervision.
• Experience with administrative support tasks such as calendar management, travel coordination, meeting support, and expense reporting.

Additional Skills & Qualifications

• Experience leading or actively contributing to organizational or group projects, including project conception, implementation, and monitoring of results.
• Familiarity with change control processes and status/progress reporting in a project or program environment.
• Experience creating, maintaining, and managing project templates and documentation repositories.
• Ability to identify and implement tools, working methods, and process improvements that support strategic goals and enhance team effectiveness.
• Strong interpersonal skills with the ability to work effectively with leadership teams and cross-functional groups in complex organizational structures.
• High tolerance for ambiguity and complexity, with the ability to learn quickly and adapt to new tools, processes, and priorities.
• Demonstrated ability to act as a connector and communicator between leadership and broader teams, fostering understanding and collaboration.
• Proven follow-through and reliability, with a strong focus on accountability and completion of commitments.
• Resilience and thick skin, with the ability to receive feedback, navigate challenges, and maintain professionalism under pressure.
• Motivation to learn, stretch beyond your comfort zone, and develop new skills in a rapidly changing environment.
• Strong relationship-building skills, with the ability to collaborate across functions and build trust-based partnerships.
• Comfort working across multiple international time zones and coordinating with global stakeholders.

Work Environment

This role follows a standard Monday through Friday schedule, typically from 8:00 a.m. to 5:00 p.m. The position is based in Indianapolis, and candidates should be local to the area, as relocation support is not provided. The work involves supporting leaders and teams across multiple international time zones, requiring some flexibility in availability to accommodate global meetings and coordination. The environment is fast-paced, dynamic, and highly collaborative, with frequent interaction across virtual teams and cross-functional stakeholders. Business travel is required approximately 46 times per year. You will work extensively with digital tools and platforms, including Google Suite, Microsoft Office, and various collaboration and virtual meeting tools, in a professional office setting that emphasizes confidentiality, professionalism, and high-quality delivery.

Job Type & Location

This is a Contract position based out of Indianapolis, IN.

Pay and Benefits

The pay range for this position is $35.00 - $40.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: Medical, dental & vision Critical Illness, Accident, and Hospital 401(k) Retirement Plan Pre-tax and Roth post-tax contributions available Life Insurance (Voluntary Life & AD&D for the employee and dependents) Short and long-term disability Health Spending Account (HSA) Transportation benefits Employee Assistance