Executive Assistant

Tom Wood Nissan; Indianapolis (IN); On-site; USD 65,000 - 90,000; Full time

Benefits offered by this job

Health, dental and vision insurance

Retirement plan with company match

Vacation, PTO and holiday pay

Direct exposure to leadership and core

Job summary

Tom Wood Group in Indianapolis, IN is seeking an exceptionally organized Executive Assistant to support our Chief Financial Officer and Chief Operating Officer. You’ll manage calendars, communications, travel, and prepare board materials, acting as the operational backbone for two executives.

This high-trust role requires discretion, strong written and verbal communication, and the ability to juggle competing priorities while maintaining a calm, proactive approach.

Qualifications

• Extensive executive support experience, preferably for C-suite leaders.
• Outstanding organizational and time-management skills.
• Excellent written and verbal communication with attention to detail.
• Ability to handle confidential information with discretion.
• Proactive, problem-solving mindset.

Responsibilities

• Manage calendars and protect focus time for two executives.
• Coordinate meetings with agendas and materials.
• Screen and prioritize emails and calls; respond as needed.
• Plan and book travel arrangements.
• Prepare and format board materials and reports.
• Support board meetings and offsite logistics.
• Process expense reports and invoices; assist CFO with admin tasks.
• Support COO with project tracking and cross-team coordination.
• Track deadlines and action items; follow up as needed.
• Maintain confidentiality and professional liaison with stakeholders.
• Take on special projects and event coordination.

Skills

Calendar management

Executive support

Travel planning

Email screening

Communication skills

Discretion & judgment

Cross-functional coordination

Microsoft Office

Copilot/AI fluency

Education

Bachelor's degree preferred

Tools

Microsoft Office

Copilot

Claude

Job description

Executive Assistant to the CFO and COO

Location: Indianapolis, IN / On-site

Employment type: Full-time

Reports to: Chief Financial Officer

About Us

Why Join Tom Wood Group?

For almost 60 years, Tom Wood Group has been proudly family-owned and locally operated. We’ve grown beyond automotive to include multiple franchises across the Midwest and even New Zealand. When you join our team, you’re joining a company built on strong values and a commitment to growth.

The Role

We're looking for an exceptionally organized, proactive Executive Assistant to support our Chief Financial Officer and Chief Operating Officer. You'll be the operational backbone of these two offices, keeping calendars, communications and priorities running smoothly so our leaders can focus on running the business.

This is a high-trust position. You'll handle confidential information daily, act as a point of contact for internal and external contacts, and juggle competing priorities for both executives with grace and good judgment.

What You'll Do

• Manage complex, frequently changing calendars, resolving conflicts and protecting focus time
• Coordinate meetings across internal teams, clients and vendors, including agendas, materials and follow-ups
• Screen and prioritize email, calls and requests, responding on executives' behalf where appropriate
• Plan and book travel
• Prepare, proofread and format correspondence, presentations, reports and board materials
• Support board meetings and leadership offsite from logistics through to minutes and action tracking
• Process expense reports, invoices and reimbursements, and assist the CFO with finance-related administrative tasks
• Support the COO with project tracking, operational follow-through and cross-team coordination
• Track deadlines, commitments and action items, and follow up to ensure nothing falls through the cracks
• Handle sensitive financial, personnel and strategic information with complete confidentiality
• Serve as a professional, welcoming liaison between the executive team and employees, partners and guests
• Take on special projects and event coordination as needed

What We're Looking For

• Multiple years of experience as an executive assistant, ideally supporting C-suite leaders or multiple executives at once
• Outstanding organizational and time-management skills, with the ability to prioritize competing demands
• Excellent written and verbal communication skills, with a sharp eye for detail
• Proven discretion and sound judgment with confidential matters
• Proactive, anticipatory mindset; you spot issues and solve them before they become problems
• Advanced proficiency in Microsoft, plus comfort working in and learning new tools such as Copilot, Claude or similar
• Calm, professional and flexible under pressure, with a good sense of humor
• Bachelor's degree preferred, or equivalent experience

What We Offer

• Competitive compensation, depending on experience
• Health, dental and vision insurance
• Retirement plan with company contribution
• Vacation, PTO and holiday pay
• Direct exposure to company leadership and strategy, with real room to grow

Why Work Here?

At Tom Wood Group, you’re more than an employee—you’re a part of a family-owned company that has been serving communities for almost 60 years. We believe in investing in our people through training, career development, and advancement opportunities. Our team thrives on collaboration, integrity, and a sincere desire to help others, and we’re passionate about creating an environment where you can grow both personally and professionally.

What Makes Us Different?

• A company built on core values: Humbly Confident, Passionately Driven, Sincere Desire to Help Others, and Uncompromising Integrity
• Opportunities to advance across multiple industries and locations
• A culture that values your contributions and celebrates success
• Comprehensive benefits designed to support you and your family

What We Offer

• Paid Time Off & Vacation
• Paid Holidays
• Medical, Dental & Vision Coverage
• 401(k) with Company Match
• Life & Disability Insurance
• Professional Training & Career Development
• Tuition Reimbursement
• Service Awards
• Opportunities for Advancement

Our Core Values

Humbly Confident | Passionately Driven | Sincere Desire to Help Others | Uncompromising Integrity

Employment Requirements:

All offers are contingent upon passing a background check, motor vehicle record review, social security verification, and drug screening. Tom Wood Group is an Equal Opportunity Employer.