Executive Assistant

Evolving Solution Services; Indianapolis (IN); On-site; USD 32,000 - 34,000; Full time

Job summary

Malibu Wellness, Inc. is seeking an Executive Assistant in Indianapolis to serve as a trusted partner to its executive team. This full-time role supports senior leaders, manages calendars, coordinates travel, and prepares materials with discretion and professionalism.

The ideal candidate has 3–5 years of executive support experience, strong organization, and excellent written and verbal communication. Proficiency in Microsoft Outlook, Word, Excel, PowerPoint, and Teams is required, with a

Qualifications

• 3–5 years of executive administrative support experience in a fast-paced environment.
• Experience in manufacturing, consumer products, or another fast-paced business environment preferred.
• High level of discretion and integrity.
• Strong written and verbal communication skills.
• Proficiency with MS Office and collaboration tools.

Responsibilities

• Provide high-level administrative support to executives with accuracy.
• Manage complex calendars, meetings, travel, and executive schedules.
• Prepare reports, presentations, correspondence, agendas, and meeting materials.
• Handle confidential business, financial, personnel, and strategic information with integrity and discretion.
• Anticipate business needs, identify risks, and proactively propose solutions.
• Coordinate multiple projects and priorities with timely execution.
• Independently resolve routine administrative issues while exercising sound judgment.
• Use sound judgment and urgency to prioritize competing demands.
• Track decisions, commitments, and action items and follow up.
• Review documents and communications for completeness, consistency, grammar, and accuracy.
• Serve as liaison among executives, employees, customers, vendors, and partners.
• Develop knowledge of company operations to support goals.
• Act as a steward of The Malibu Way with accountability and follow-through.
• Recommend and implement process improvements to increase efficiency.

Skills

Organization

Time management

Prioritization

Project coordination

Confidentiality

Communication

Outlook

Word

Excel

PowerPoint

Teams

Independent work

Tech-savvy

AI tools

Ownership mindset

Education

High school diploma or equivalent

Associate or Bachelor's degree in business administration or related field (preferred)

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

PowerPoint

Teams

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Executive Assistant

Full Time Clerical Indianapolis, IN, US

6 days ago Requisition ID: 1043

Salary Range: $23.00 To $25.00 Hourly

Job Title

Executive Assistant

Classification

Non-Exempt

Reports to

Loretta Mottram

Job Type

Full-Time

Department

Executive Office / Administration

Effective Date

August 2026

Compensation

$23.00-$25.00/hr

Location

Indianapolis, Indiana

Job Summary

The Executive Assistant serves as a trusted partner and extension of the Company's Executive Officers, creating the organizational capacity necessary for leadership to focus on strategic priorities and business success. This role exemplifies The Malibu Way through accountability, ownership, integrity, professionalism, and a commitment to operational excellence.

The Executive Assistant is responsible for supporting Executive Officers by anticipating needs, managing competing priorities, maintaining strict confidentiality, and ensuring critical initiatives move forward with accuracy and follow-through. The ideal candidate demonstrates sound judgment, proactive problem-solving, exceptional organization, and a strong sense of urgency in a fast-paced manufacturing and consumer products environment. This individual consistently acts in the best interests of the business and its employee owners while fostering effective communication and collaboration throughout the organization.

Supervisory Responsibilities

None.

Duties/Responsibilities

• Provide high-level administrative support to the Company's Executive Officers with professionalism, accuracy, and close attention to detail.
• Manage complex calendars, meetings, travel arrangements, and executive schedules while anticipating conflicts and changing priorities.
• Prepare reports, presentations, correspondence, agendas, and meeting materials.
• Handle confidential business, financial, personnel, and strategic information with integrity and discretion.
• Anticipate business needs, identify potential risks, scheduling conflicts, or operational bottlenecks, and proactively recommend solutions.
• Coordinate multiple projects and priorities while maintaining organization, accuracy, and timely execution.
• Independently resolve routine administrative issues and challenges while exercising sound judgment and minimizing disruption to Executive Officers.
• Use sound judgment and a strong sense of urgency to prioritize competing demands.
• Track decisions, commitments, and action items; follow up to support timely completion of executive initiatives.
• Review documents and communications for completeness, consistency, grammar, and accuracy before distribution.
• Serve as a professional and responsive liaison among Executive Officers, employees, customers, vendors, and business partners.
• Develop a working knowledge of company operations, production priorities, customer commitments, and key business initiatives to effectively support Executive Officers and organizational goals.
• Act as a steward of The Malibu Way by demonstrating accountability, professionalism, responsiveness, and a commitment to follow-through.
• Recommend and implement process improvements that increase efficiency, communication, and effectiveness within the Executive Office.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the employee. Duties, responsibilities, and activities may change at any time with or without notice.

Required Skills/Abilities

• Exceptional organization, time management, prioritization, and project coordination skills.
• Demonstrated ability to produce accurate, high-quality work while managing multiple priorities.
• Strong sense of urgency with the ability to work efficiently without sacrificing accuracy.
• Proven ability to protect confidential information and exercise sound, independent judgment.
• Maintains the highest level of trust, professionalism, discretion, and credibility in all interactions.
• Outstanding written and verbal communication skills with meticulous attention to detail.
• Ability to influence outcomes and build effective working relationships without direct authority.
• Professional presence and the ability to communicate effectively with employees, customers, vendors, and senior leaders.
• Advanced proficiency with Microsoft Outlook, Word, Excel, PowerPoint, and Teams.
• Proven ability to work independently, anticipate needs, adapt to change, identify solutions, address issues, maintain dependable follow-through in a fast-paced environment before executive intervention is required.
• Ability to manage confidential information with the highest level of professionalism and discretion.
• Comfortable learning and utilizing new technology, software platforms, and AI enabled productivity tools to support efficiency and effectiveness
• Demonstrated ownership mindset with a commitment to accountability, follow-through, and continuous improvement.
• Demonstrates an employee-owner mindset by taking initiative, honoring commitments, stewarding company resources responsibly, and acting in the best interests of Malibu Wellness and its employee owners.

Education and Experience

• High school diploma or equivalent required; associate or bachelor's degree in business administration or a related field preferred.
• Three to five (3-5) years of experience providing administrative support to Executive Officers or senior executives, including responsibilities comparable to those listed in this job description.
• Experience in manufacturing, consumer products, or another fast-paced business environment preferred.

Physical Requirements

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift up to 50 pounds at times.
• Must be able to move through office and manufacturing areas as needed to perform the essential functions of the role.

Work Environment

Work is primarily performed in a professional office setting within a manufacturing environment. The employee may occasionally enter production or warehouse areas where noise, temperature, and required personal protective equipment may vary.

Equal Employment Opportunity Policy

Malibu Wellness, Inc. provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

This role is scheduled to work between 8:00 AM - 6:00 PM for an 8 hour shift + a one-hour lunch. Specific working hours are dependent upon the candidate.

This role requires flexibility in hours worked in order to meet business needs.