Executive Assistant

The-Heritage-Group-3; Indianapolis (IN); On-site; USD 85,000 - 115,000; Full time

Job summary

Heritage Research Group, part of The Heritage Group, seeks an Executive Assistant to support the EVP and leadership team in a fast-paced, confidential environment. You will manage calendars, coordinate travel, and prepare executive-facing materials while maintaining discretion and a focus on high-value activities.

This on-site role in Indianapolis requires strong collaboration across HR, Finance, IT and Legal, with 10+ years of admin experience and a proactive, problem-solving mindset.

Qualifications

• Associate’s Degree required.
• 10+ years of administrative support experience.
• 4+ years at a senior leadership level.

Responsibilities

• Manage the EVP’s daily calendar, scheduling high-volume meetings and aligning with strategic priorities.
• Coordinate complex domestic and international travel and prepare detailed itineraries.
• Maintain an organized task tracking system with deadlines and follow-ups.
• Assist in preparation of presentations and documents for executive reviews.
• Oversee expense reporting, vendor invoicing, and reconciliation for the EVP.
• Liaise with HR, Finance, IT, Legal and other departments to drive executive-led initiatives.

Skills

Communication

Discretion

Attention to detail

Time management

Stakeholder management

Education

Associate's Degree

Bachelor's Degree

Tools

Microsoft Office Suite

Power BI

SharePoint

Job description

The Heritage Group is a fourth-generation, family-owned business focused on construction and materials, environmental services and specialty chemicals. Over the last 90+ years, the Heritage portfolio has grown to include more than 50 companies that employ more than 6,000 people. What unites this diverse group of businesses and individuals is our commitment to create a safer, more enriching, and sustainable world by harnessing the power of family.The Heritage Research Group assists The Heritage Group companies, customers, and partners in evolving and adapting to an ever-changing marketplace. Heritage Research Group provides innovative products, processes, and training that constantly improve the way The Heritage Group companies serve their clients and deliver solutions to address the myriad of challenges their clients face. It also creates new technologies that fuel further business opportunities for The Heritage Group.The Executive Assistant, HRG supports the Executive VP of HRG and the HRG leadership team. This is a mission-critical role for a high-performing, fast-moving executive who leads a complex and innovative function within The Heritage Group. The Executive Assistant (EA) will act as a force multiplier — anticipating needs, clearing obstacles, and ensuring the EVP can focus on strategic initiatives and technical success. The ideal candidate thrives in a fast-paced environment, takes initiative without being asked, communicates with clarity and discretion, and has a bias toward action. Being a cultural ambassador, decision-making capability, detail orientation, sense of accountability & confidentiality and creative problem-solving strongly contribute to success in the role.This position is based on-site in our Indianapolis, IN office. Qualified candidates must currently reside within 75 miles of the Indianapolis, IN area.Essential FunctionsExecutive Support:Manage the EVP’s daily calendar, including scheduling high-volume meetings, prioritizing completing requests, and ensuring alignment with strategic priorities.Act as right hand to EVP, providing leverage by managing the flow of work, information and serve as a trusted point of contactCoordinate and book complex domestic and international travel arrangements, prepare detailed travel itineraries and ensure trip readinessMaintain an organized system for tracking tasks, deadlines and follow up; ensure nothing falls through the cracksAssist in preparation of presentations and documentsCoordinate on site logistics and ensure all meetings, visitors and logistics run smoothlyProactively identify and implement ways to make the EVP’s time more impactful and remove low-value work from their plate.Own expense reporting, vendor invoicing, and reconciliation for the EVP in a timely and accurate manner.Maintain relevant data and applicable metricsSupport executive’s personal needs if they impact business flow and scheduling-less than 10%Operations & Information Management:Organize meetings, prepare agendas, compile reports, take meeting notes, & ensure timely follow-upHandle confidential documents with discretion; maintain organized filing systemsSupport document management and information systems (e.g. HRG SharePoints)Support Elements Admin as neededBack-up for purchasing and invoicingIdentify and implement improvements to administrative workflows and systemsLiaise with internal departments (HR, Finance, IT, Legal, etc.) to help drive executive-led initiatives or resolve administrative matters.Broader Support:Support HRG leadership team members as needed (meetings, action items, etc.)Partner with HR to recruit and onboard and offboard new employeesPlan and execute internal eventsPurchase office and lab supplies for HRGAssist direct reports with executive facing logistics such as preparing materials, securing time on EVP’s calendar and coordinating cross functional meetings Have the flexibility to support HRG Leadership as future needs ariseAdditional duties and responsibilities as assigned, including but not limited to continuously growing in alignment with the Company’s core values, competencies, and skills.Education QualificationsRequired Associate's DegreePreferred Bachelor's DegreeExperience QualificationsRequired 10+ years Minimum of 10 years of administrative support experience, including 4+ years at the senior leadership levelSkills and AbilitiesHigh degree of integrity and confidentialityIndustry experience in an R&D environment is a plusExcellent written and verbal communication, discretion, attention to detail, and time management skillsKnowledge, skills, and ability to complete tasks ranging from routine to complexCapable of resolving internal and external stakeholder issues in a calm and effective mannerDemonstrates high degree of self-awareness, integrity, accountability, and professionalismMaintains a high standard for quality of work and on time deliveryTakes initiative to creatively solve problems even in unfamiliar or ambiguous situationsResponds positively to feedback and incorporates it into their behaviorAdapts quickly to changes in work planAdvanced knowledge of Microsoft Office Suite and strong technical proficiency with other workspace toolsAbility to track and analyze dataAbility to learn, utilize, and improve database reporting; knowledge of Power BI is a plusExudes passion for supporting others to be successfulAbility to work on-site when the EVP is in the officeAbility to be available after-hours, as neededOther duties as assignedWorking Conditions/Physical DemandsAbility to lift up to 25 lbsProlonged sitting, standing, and walkingAll qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.#HeritageResearchGroup