Executive Administrative Assistant

Talentify; Indianapolis (IN); On-site; USD 55,000 - 75,000; Full time

Job summary

Talentify is seeking an Executive Assistant to support the Indiana Market, including the Market Manager and Head of Investments. This role requires discretion, strong communication, and the ability to manage complex calendars and travel for a 20-executive team.

Applicants should have at least five years of administrative experience, exceptional organization, and proficient Microsoft Office skills. Note: five days in-office; hybrid options are not available.

Qualifications

• At least five years of administrative experience.
• Discretion and good judgment in confidential situations.
• Strong interpersonal, written, and oral communication skills.

Responsibilities

• Maintain complex and detailed calendars.
• Screen incoming calls and determine priority.
• Coordinate internal and external meetings logistics.
• Arrange and coordinate domestic and international travel.
• Organize events including catering and transportation.
• Process invoices and T&E expense claims per policies.
• Assist with staff onboarding and off-boarding workflows.
• Produce professional emails and messages to executives.
• Maintain department documents and org charts.
• Handle routine tasks proactively and flag delays.
• Edit spreadsheets and presentations for client meetings.

Skills

Administrative exper

Organizational skills

Discretion & judgment

Interpersonal communication

Microsoft Office

Telephone etiquette

Education

College degree preferred

Tools

Microsoft Office

Job description

Become an integral part of Indiana Private Bank team where you will have the opportunity to work in a fast-paced organization and each day will be unique! This role provides a platform for professional growth and skill enhancement. Be part of a team that is results-oriented, with a focus on attention to detail and quality.

As an Executive Assistant in the Indiana Market, you will be supporting the entire market, supporting the Market Manager, Head of Investments and their directs with a market size of 20 executives. You will need to work well in a team environment, be able to represent the manager/group with professional courtesy and acumen, and deliver flawless work output. Your daily routine also includes interaction with various executive level internal clients across the lines of businesses. You will need to adapt procedures, processes and techniques to complete assignments in line with the department's activities and goals.

Job responsibilities

• Maintain complex and detailed calendars
• Screen incoming calls and determine the level of priority, while using caution in dispensing information
• Manage the coordination and logistics of both internal and external meetings
• Arrange and coordinate complicated domestic and international travel
• Organize all aspects of internal and external events, including catering and transportation
• Process invoices and T&E expense claims for team members, ensuring all policies are followed and items are processed within provided guidelines
• Assist with staff on-boarding and off-boarding, which includes requesting equipment setup and system access
• Produce high quality emails and messages to individuals at all levels of the organization
• Maintain department documents, including current organizational charts and Executive Bio’s
• Handle regular activities without prompting, and advise in advance with issues or delays
• Assist in editing spreadsheets and presentations, including printing and binding, for client meetings

Required qualifications, capabilities, and skills

• At least five years of administrative experience
• Advanced ability to organize
• Discretion and good judgment in confidential situations, and proven experience interacting with senior management
• Strong interpersonal, written, and oral communication skills
• Strong proficiency in Microsoft Office
• Excellent telephone etiquette and ability to manage competing priorities i.e. calendar management

Preferred qualifications, capabilities, and skills

• Experience supporting at the Managing Director level (or equivalent) or above
• College degree is a plus
• Note: This role requires five days in the office (Mon-Fri) and will not support Hybrid options.