Executive Assistant

Confidential Jobs; Indianapolis (IN); On-site; USD 60,000 - 80,000; Full time

Job summary

A prominent Commercial Real Estate company is seeking an Executive Assistant to provide high-level support to a senior executive. This role involves managing travel arrangements, overseeing executive calendars, and preparing essential documents. Candidates must have at least five years of experience in a similar role and a Bachelor's degree. The successful individual will exhibit discretion, effective communication, and an ability to thrive in a fast-paced environment.

Qualifications

• 5+ years of experience as an executive assistant supporting C-Level executives.
• Ability to work in high-paced environments and manage sensitive information.
• Flexibility in hours driven by business needs.

Responsibilities

• Manage sensitive matters with confidentiality and discretion.
• Oversee personal calendar and high travel volume.
• Prepare presentations and documents for the organization.

Skills

Advanced Proficiency in Microsoft Office

Effective communication

Time management

Problem-solving

Discretion and confidentiality

Education

Bachelor's degree

Job description

Overview

Executive Assistant role at Confidential Jobs. A prominent Commercial Real Estate company is seeking an Executive Assistant who will support a very senior executive within the company and will need to provide anticipatory service, heavy travel scheduling, make calendar and meeting adjustments quickly and efficiently and provide a high level of communication and prudence on the Executives behalf.

This individual would be described as a forward-thinking problem solver, uses sound judgement and applies logic to daily tasks and challenges.

Responsibilities

• Manage sensitive matters with a high level of confidentiality and discretion.
• Manage all aspects of travel and accommodation.
• Oversee personal calendar and requests as needed due to high travel volume.
• Cross functional serving as a liaison when needed across the organization; organizes and coordinates executive outreach and external relations efforts and oversees special projects.
• Responsible for maintaining the calendar of meetings and events.
• Organize complex calendars and schedules, resolving any scheduling issues and seeing potential conflicts and addressing them without prompting.
• Prepare Word, Excel, PowerPoint presentations, agendas, reports, special projects and other documents in support of objectives for the organization.
• Prepare expense reports in accordance with company policies.
• Screen incoming telephone calls; take and deliver accurate messages; respond to requests by gathering and providing information and referring non-routine calls to the appropriate staff.
• Excellent communication and time management skills; proven ability to meet deadlines.
• Ability to function well in a high-paced environment; performs additional duties as assigned by executives.
• Assist in preparing and managing presentations and decks.
• Be responsive to emails/texts/phone calls, with contact occasionally outside normal business hours.
• Use discretion, confidentiality, and good judgment to handle C-Level matters.
• Conserve the Executive's time by reading, researching, collecting and analyzing information as needed, in advance.
• Complete ad hoc projects as assigned – such as personal events and/or family needs.
• Collaborate professionally with other team members.

Desired Competency, Experience and Skills

• Bachelor's degree required
• 5+ years of related experience required in working in an executive assistant role supporting C-Level executives.
• Advanced Proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint)
• Ability to communicate effectively and professionally.
• Flexible hours as dictated by the needs of business for projects and meetings.
• Business sense - has a strong business sense and can decipher priorities and make sound judgment calls when needed.
• Commitment to excellence - perform duties at the highest level possible on a consistent basis.
• Excellent communicator - able to interact with people of all levels in a confident, professional manner.
• Demonstrate ability and temperament to work with sensitive information.
• Team player - have team-oriented experience and approach.
• Service focus - dedicated to meeting expectations and by maintaining effective relationships with interested parties.
• Ability to think outside of the box with a sense of urgency.

Requirements

This is a high visibility role requiring an in office requirement of 5 days a week 9am-530pm with some additional evening and remote weekend support

Job details

• Seniority level: Not Applicable
• Employment type: Full-time
• Job function: Administrative