Executive Assistant

Executive Assistant

Job Title: Administrative Associate Level IV General Management Pay: $31.54/hr $47.31/hr Hours: 8 AM 5 PM (Monday Friday) Work Arrangement: Hybrid (60% in-office/40% remote; primary location Indianapolis, IN DBU Headquarters, with several days per month in Columbus, IN COM)

Short Description Acts as an extension of senior management ensuring a positive customer experience while representing leadership to others. Provides advanced administrative support and performs diverse duties such as scheduling, correspondence, overseeing visitors, routing calls, and managing requests.

Full Description We are seeking a talented Administrative Associate Level IV General Management to join our team in Indianapolis, IN. This role serves as a trusted extension of senior management, ensuring a positive customer experience and representing leadership across both internal and external interactions. Responsibilities will include:

• Serve as a proactive and trusted partner to senior management, representing leadership in communications, meetings, and correspondence.
• Anticipate executive needs, manage complex schedules, coordinate multi-leg travel, expense reporting, and ensure seamless documentation.
• Prepare, analyze, and manage high-quality materials, including memos, reports, presentations, and key communications.
• Foster timely, smooth communication between senior management, team members, customers, vendors, and external stakeholders.
• Uphold strict confidentiality, maintaining secure executive files, records, and sensitive communications.
• Monitor, review, and approve routine expenditures, supporting financial adherence to budgets.
• Exhibit sound judgment in independently preparing correspondence, responding to inquiries, organizing meetings, and capturing/distributing meeting minutes.
• Serve as a knowledgeable resource for colleagues, contributing to team development and supporting senior management as required.

Qualifications & Competencies

• Communication: Strong ability to deliver clear, audience-specific messaging in multiple formats.
• Customer Focus: Builds productive relationships and delivers solutions aligned with stakeholder needs.
• Accountability: Holds self and others accountable, reliably and with integrity.
• Planning & Prioritization: Aligns work with company goals; adept at managing competing priorities.
• Data Proficiency: Comfortable with analytics and data visualization, able to extract insights for reporting and decision support.

Education & Experience Required:

• High school diploma or equivalent.
• At least 5 years' experience supporting executives in a stable, relevant administrative role.
• Proficiency with Microsoft Office suite.

Preferred:

• Bachelor's degree.
• Experience with AI tools or productivity copilot features.

Key Attributes for Success

• Collaborative Mindset: Ability to work seamlessly with teams and senior leaders; fosters strong relationships in a global environment.
• Advanced Writing & Presentation Skills: Confident preparing clear, professional documents and presentations; strong PowerPoint and Excel skills.
• Organizational Skills: Highly organized, detail-oriented, and able to coordinate across diverse business areas.
• Experience in Global Travel & Event Coordination: Adept at organizing intensive, complex travel schedules and business events.
• Leadership Presence & Resilience: Poised and collaborative; able to navigate fast-paced, dynamic environments while representing senior leadership.
• Confidential Communication: Maintains clear, consistent, and discreet communication, including providing constructive feedback for clarity and alignment.

Additional Information

• The hybrid work model requires three days per week in the Indianapolis office, with flexibility for additional in-office days as needed based on management's schedule. Occasional travel to Columbus, IN required.
• Diverse candidates are encouraged to apply.

Compensation: Salary range is a good faith estimate; final offers are determined after reviewing qualifications and experience.

Interview Process:

• 30-minute Zoom interview
• Onsite interview for finalists

If you are a collaborative, highly organized professional with experience supporting executive leaders, we encourage you to apply and become an integral part of our dynamic team.