Executive Administrative Assistant II

Infrastructure Engineering Inc.; Indianapolis (IN); On-site; USD 85,000 - 120,000; Full time

Benefits offered by this job

Medical, dental, vision benefits

Paid time off (PTO)

Paid parental leave

Paid holidays

Life insurance

Short- & long-term disability

401(k) with employer match

Profit-sharing program

Employee assistance program

Employee bonus referral program

Professional development & training

Job summary

Infrastructure Engineering Inc. seeks an experienced Executive Administrative Assistant II to partner with the CEO/President and lead complex calendars, travel logistics, and governance materials.

The role supports the Board and leadership with confidential communications and strategic initiatives. The ideal candidate will have 7–10 years of progressive EA experience, C‑suite support, and strong MS Office skills; Deltek Vantagepoint experience is a plus.

Qualifications

• Bachelor’s degree preferred; equivalent combination of education and experience considered.
• Professional certification (CAP, PACE, or similar) valued but not required.
• Minimum 7–10 years of progressive executive assistant experience, with 3–5 years supporting C‑Suite executives.
• Experience with CEO/President and Board of Directors including meeting coordination and confidential governance.

Responsibilities

• Manage complex executive calendars with travel itineraries.
• Serve as primary contact for CEO/President access and prioritization.
• Prepare Board materials and take minutes for Board meetings.
• Coordinate leadership team and Board meeting logistics and follow-up items.
• Assist with confidential governance matters and strategic initiatives.

Skills

Calendar management

Executive support

Board coordination

Travel planning

Communication & discretion

Education

Bachelor’s degree preferred

Tools

Microsoft Office Suite

Deltek Vantagepoint

Job description

About The Role

Join us at the intersection of INGENUITY & INCLUSION. Infrastructure Engineering Inc. (IEI), a leading civil engineering firm recognized for quality, responsiveness, and Prime consulting excellence, has an exciting opportunity for an experienced Executive Administrative Assistant II (EAA‑II) to join our growing team. IEI cultivates various engineering projects from conception and planning through implementation. We are civil engineers—a diverse and experienced team excited by project challenges that tap into our passion for solving problems.

The EAA‑II reports to the Chief Executive Officer and President and serves as a strategic business partner and key liaison with the leadership team, staff, clients, and other external stakeholders. While primarily supporting the executive offices, this position also provides support to the Board of Directors and executive leadership when necessary. The role provides comprehensive executive-level support, managing complex schedules, Board coordination, confidential communications, and strategic initiatives. This role requires professionalism, executive presence, judgment, and discretion, as well as the energy and resilience to manage a dynamic workload and evolving business priorities. The position requires being in the office at least four days a week. Join us as we continue to build a company based on Integrity, Excellence and Ingenuity.

Essential Duties / Functions and Responsibilities

• Manage complex, frequently changing executive calendar with strategic prioritization of time commitments and coordinate travel arrangements with detailed itineraries.
• Serve as a primary point of contact for internal and external stakeholders seeking access to the CEO and President, exercising sound judgment in urgency and prioritization.
• Facilitate communication flow and engagement between CEO, President, senior leadership, and staff as necessary.
• Help maintain clear documentation of decisions, including rationale and timing, to support the CEO and President when revisiting “why/when/how” choices were made.
• Coordinate cross‑functional initiatives involving multiple department heads.
• Schedule and prepare for leadership team meetings and strategic planning sessions.
• Track leadership team action items and deliverables and manage follow‑up items arising from meetings, ensuring timely completion and clear communication of status.
• Coordinate Board meeting logistics, including scheduling, materials preparation, and distribution.
• Prepare comprehensive Board packages with supporting documentation and background materials.
• Attend Board meetings to take minutes and manage action‑item tracking.
• Maintain Board calendar, committee schedules, and director communication.
• Handle confidential Board matters with appropriate sensitivity and discretion.
• Coordinate and prepare materials for leadership team meetings, Board meetings, IEI Foundation meetings, and executive sessions.
• Draft, edit, and finalize correspondence, presentations, and reports on behalf of the CEO and President.
• Support special projects and initiatives as assigned by the CEO and President.
• Record, transcribe, and distribute minutes of meetings.
• Maintain a variety of databases, files, and lists.
• Process expense reports and manage executive office budget.
• Supervise clerical and administrative staff.
• Coordinate the workflow of clerical and administrative staff as necessary.
• Greet visitors and direct them as required.
• Monitor inventory and order office supplies.
• Distribute incoming mail and packages.
• Assist with preparing outgoing mail and packages.
• Perform other duties as assigned.

Qualifications and Experience

• Bachelor’s degree preferred; equivalent combination of education and experience considered.
• Professional certification (CAP, PACE, or similar) valued but not required.
• Minimum 7‑10 years of progressive executive assistant experience, with at least 3‑5 years supporting C‑Suite executives.
• Demonstrated experience working directly with CEO, President, and/or Board of Directors, including meeting coordination, materials preparation, and confidential governance matters.
• Experience in professional services, engineering, construction, or related industries strongly preferred.
• Proven track record of managing complex, high‑volume calendars and competing priorities.

Technical Skills

• High proficiency in Microsoft Office Suite.
• High proficiency with collaboration tools and client relationship management systems.
• Strong technological aptitude and ability to quickly master new platforms.
• Familiarity with Deltek (Vantagepoint) or similar platform is a plus.

Benefits and Perks

• Highly competitive salary and bonus opportunities.
• Medical, dental, and vision benefits.
• Personal paid leave (PTO).
• Paid parental leave.
• Paid holidays.
• Life insurance.
• Short‑ and long‑term disability program.
• 401(k) program with employer match.
• Profit‑sharing opportunity.
• Employee assistance program.
• Employee bonus referral program.
• Employee appreciation programs.
• Employer‑sponsored recognition events.
• IE University – degree‑seeking programs and certifications.
• Professional development and training programs.
• Tuition reimbursement, conference, and training.
• Philanthropic outreach and volunteer opportunities.
• Opportunity to share ideas and express your point of view.
• You are welcome to be your authentic self.

Physical Demands

The physical demands described here represent those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. While performing the duties of this job, the employee is frequently required to sit for long periods, talk, hear, stand, walk, use hands and fingers, and type on keyboards. The employee may occasionally handle, feel, or manipulate small objects, reach with hands and arms, bend at the waist, stoop, or kneel. The employee may lift and/or move up to 20 pounds and occasionally up to 30 pounds.

Working Conditions

• Usually work in an office setting, 32‑40 hours per week, in a cubicle and/or open office space.
• Standard 40‑hour work week.
• Sometimes required to work extra hours, including weekends, to attend IEI‑related events and meetings and to handle unexpected situations impacting firm operations or the Administrative Department.
• May travel locally for meetings, conferences, training, etc. and to other IEI markets as requested.

Work Environment

The noise level in the office work environment is usually minimum to moderate. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Equal Opportunity & Accessibility Commitment

Infrastructure Engineering, Inc. is committed to ensuring equal employment opportunity and full inclusion for individuals with disabilities. If you are an individual with a disability and require a reasonable accommodation to complete any part of the application process, participate in an interview, or otherwise engage in the recruitment process, please contact our Human Resources department at 312‑392‑2796 or email HR@infra‑eng.com. Accommodation is available upon request and will be provided in a manner that is consistent with applicable laws and our commitment to equal opportunity. Applicants must be authorized to work for any employer in the U.S. We are unable to sponsor or take over sponsorship of an employment visa currently.