Executive Assistant

Rehab Medical LLC; Indianapolis (IN); On-site; USD 60,000 - 90,000; Full time

Job summary

Rehab Industries seeks a highly organized Executive Assistant to support the President and CEO across Rehab Industries and its operating companies. The role focuses on administrative, recruiting, travel, event logistics, and personal support to help leadership focus on strategy.

The ideal candidate anticipates needs, solves problems, maintains confidentiality, and takes ownership of details in a fast-paced environment.

Qualifications

• Highly organized, proactive, resourceful and trustworthy.
• Experience coordinating executives' calendars, travel, and events is a plus.
• Ability to anticipate needs, solve problems, and take ownership without constant direction.

Responsibilities

• Coordinate events and employee experiences including leadership retreats and company events.
• Provide day-to-day administrative and executive support to the President and CEO.
• Assist with recruiting executive and leadership positions, including candidate research and communications.
• Coordinate executive travel, itineraries, and logistics to ensure smooth trips.
• Support special projects across Rehab Industries and operating companies.

Skills

Administrative support

Recruiting coordination

Travel logistics

Event planning

Executive support

Confidentiality

Problem solving

Education

High School or better

Job description

Rehab Industries was created to build companies focused on one unified mission: improving lives. Through its impressive portfolio of companies across multiple industries, the goal of Rehab Industries is to streamline resources to become the ultimate solution for any number of challenges encountered by businesses of any size.

Rehab Industries is led by partners from across its network of companies. Its current portfolio consists of: Rehab Medical, Cork Medical, and Forza Real Estate. While each company operates independently, their shared network of resources empowers each company to provide unparalleled service and solutions.

Position Summary

The Executive Assistant provides high-level administrative, organizational, recruiting, and logistical support to the President and CEO across Rehab Industries, its operating companies, Forza Commercial Real Estate, and other executive responsibilities.

The primary purpose of this role is to create additional capacity of RI Leadership by taking ownership of important administrative, recruiting, travel, event, and personal logistics that do not require the President and CEO’s direct involvement.

This individual must be highly organized, proactive, resourceful, trustworthy, and comfortable working independently in a fast-paced entrepreneurial environment. Success in this role means anticipating needs, solving problems, following through, and consistently taking things off the President and CEO’s plate.

• Events & Employee Experience
  • Coordinate company-sponsored experiences including Colts and Pacers suites, concerts, sporting events and other employee and business entertainment opportunities.
  • Assist with the planning and execution of leadership retreats, Excellence Trips, company events, executive dinners, and other special experiences.
  • Own event logistics including invitations, tickets, guest lists, reservations, transportation, communications, vendors, and follow-up.
• Executive & Personal Support
  • Provide day-to-day administrative support, including reservations, appointments, research, purchases, coordination, reminders, and other logistical needs.
  • Assist with appropriate personal logistics when requested.
  • Anticipate needs, solve problems, and take ownership of details without requiring constant direction or follow-up.
• Support the President and CEO in recruiting executive, leadership, and other key positions, including candidate research, résumé sourcing, reviewing applicants, and identifying strong potential candidates.
• Coordinate candidate communication, interviews, materials and follow-up for positions being personally led by the President and CEO.
• Travel & Executive Logistics
  • Coordinate executive travel, including flights, hotels, transportation, itineraries, reservations, and changes as needed
  • Manage Director-level travel requests in accordance with established company policies and processes.
  • Create organized itineraries and proactively address travel details or issues before and during trips.
• Executive Projects & Special Assignments
  • Assist with special projects across Rehab Industries, Rehab Medical, Cork Medical, Forza, and other initiatives as assigned.
  • Coordinate meetings, information, documents, presentations, research, and follow-up needed to keep executive priorities moving forward.
• Employee Recognition & Key Relationships
  • Coordinate anniversary gifts and other approved employee recognition programs in partnership with Employee Experience and HR.
  • Assist with gifts, acknowledgments, celebrations, and special occasions involving employees, executives, business partners, and other important relationships.
  • Maintain organized records of important dates, commitments, tickets, events, and recognition activities to ensure consistent follow-through.

Expectations of the Role

The Executive Assistant is expected to operate with a high level of confidentiality, judgment, urgency, organization, and ownership.

The goal is to become someone who understands priorities, anticipates needs, removes administrative and logistical distractions, and creates additional capacity for the President and CEO to focus on leadership, people, growth, acquisitions, and the strategic direction of the organization.

Qualifications

Behaviors

Required

Functional Expert

Considered a thought leader on a subject

Dedicated

Devoted to a task or purpose with loyalty or integrity

Detail Oriented

Capable of carrying out a given task with all details necessary to get the task done well

Team Player

Works well as a member of a group

Motivations

Required

Peer Recognition

Inspired to perform well by the praise of coworkers

Self-Starter

Inspired to perform without outside help

Ability to Make an Impact

Inspired to perform well by the ability to contribute to the success of a project or the organization

Education

Required

High School or better.

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.