Executive Assistant

Executive Assistant, HRG

The Heritage Group is a fourth-generation, family-owned business focused on construction and materials, environmental services and specialty chemicals. Over the last 90+ years, the Heritage portfolio has grown to include more than 50 companies that employ more than 6,000 people. What unites this diverse group of businesses and individuals is our commitment to create a safer, more enriching, and sustainable world by harnessing the power of family.

The Heritage Research Group assists The Heritage Group companies, customers, and partners in evolving and adapting to an ever-changing marketplace. Heritage Research Group provides innovative products, processes, and training that constantly improve the way The Heritage Group companies serve their clients and deliver solutions to address the myriad of challenges their clients face. It also creates new technologies that fuel further business opportunities for The Heritage Group.

The Executive Assistant, HRG supports the Executive VP of HRG and the HRG leadership team. This is a mission-critical role for a high-performing, fast-moving executive who leads a complex and innovative function within The Heritage Group. The Executive Assistant (EA) will act as a force multiplier anticipating needs, clearing obstacles, and ensuring the EVP can focus on strategic initiatives and technical success. The ideal candidate thrives in a fast-paced environment, takes initiative without being asked, communicates with clarity and discretion, and has a bias toward action. Being a cultural ambassador, decision-making capability, detail orientation, sense of accountability & confidentiality and creative problem-solving strongly contribute to success in the role. This position is based on-site in our Indianapolis, IN office. Qualified candidates must currently reside within 75 miles of the Indianapolis, IN area.

Essential Functions

• Executive Support:
• Manage the EVP's daily calendar, including scheduling high-volume meetings, prioritizing completing requests, and ensuring alignment with strategic priorities.
• Act as right hand to EVP, providing leverage by managing the flow of work, information and serve as a trusted point of contact
• Coordinate and book complex domestic and international travel arrangements, prepare detailed travel itineraries and ensure trip readiness
• Maintain an organized system for tracking tasks, deadlines and follow up; ensure nothing falls through the cracks
• Assist in preparation of presentations and documents
• Coordinate on site logistics and ensure all meetings, visitors and logistics run smoothly
• Proactively identify and implement ways to make the EVP's time more impactful and remove low-value work from their plate.
• Own expense reporting, vendor invoicing, and reconciliation for the EVP in a timely and accurate manner.
• Maintain relevant data and applicable metrics
• Support executive's personal needs if they impact business flow and scheduling-less than 10%
• Operations & Information Management:
• Organize meetings, prepare agendas, compile reports, take meeting notes, & ensure timely follow-up
• Handle confidential documents with discretion; maintain organized filing systems
• Support document management and information systems (e.g. HRG SharePoints)
• Support Elements Admin as needed
• Back-up for purchasing and invoicing
• Identify and implement improvements to administrative workflows and systems
• Liaise with internal departments (HR, Finance, IT, Legal, etc.) to help drive executive-led initiatives or resolve administrative matters.
• Broader Support:
• Support HRG leadership team members as needed (meetings, action items, etc.)
• Partner with HR to recruit and onboard and offboard new employees
• Plan and execute internal events
• Purchase office and lab supplies for HRG
• Assist direct reports with executive facing logistics such as preparing materials, securing time on EVP's calendar and coordinating cross functional meetings Have the flexibility to support HRG Leadership as future needs arise

• Additional duties and responsibilities as assigned, including but not limited to continuously growing in alignment with the Company's core values, competencies, and skills.

Education Qualifications

• Required Associate's Degree
• Preferred Bachelor's Degree

Experience Qualifications

• Required 10+ years Minimum of 10 years of administrative support experience, including 4+ years at the senior leadership level

Skills and Abilities

• High degree of integrity and confidentiality
• Industry experience in an R&D environment is a plus
• Excellent written and verbal communication, discretion, attention to detail, and time management skills
• Knowledge, skills, and ability to complete tasks ranging from routine to complex
• Capable of resolving internal and external stakeholder issues in a calm and effective manner
• Demonstrates high degree of self-awareness, integrity, accountability, and professionalism
• Maintains a high standard for quality of work and on time delivery
• Takes initiative to creatively solve problems even in unfamiliar or ambiguous situations
• Responds positively to feedback and incorporates it into their behavior
• Adapts quickly to changes in work plan
• Advanced knowledge of Microsoft Office Suite and strong technical proficiency with other workspace tools
• Ability to track and analyze data
• Ability to learn, utilize, and improve database reporting; knowledge of Power BI is a plus
• Exudes passion for supporting others to be successful
• Ability to work on-site when the EVP is in the office
• Ability to be available after-hours, as needed
• Other duties as assigned

Working Conditions/Physical Demands

• Ability to lift up to 25 lbs
• Prolonged sitting, standing, and walking

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

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