Executive Assistant

Ivy Hospitality; Indianapolis (IN); On-site; USD 90,000 - 120,000; Full time

Job summary

Ivy Hospitality in Indianapolis is seeking an Executive Assistant to the CEO who can keep a senior leader focused and prepared in a fast-growing hospitality group. The role blends administrative excellence with strategic awareness, ensuring the CEO's priorities, relationships, and commitments are executed seamlessly in a dynamic environment.

You will manage the CEO's calendar, screen requests, coordinate complex domestic and international travel, prepare briefing materials, and collaborate with

Qualifications

• 5+ years of experience in executive support, preferably in hospitality or a fast-paced, high-growth environment.
• Exceptional organizational and multitasking skills with strong attention to detail and the ability to manage shifting priorities.
• Strong written and verbal communication skills with a professional presence and ability to interact effectively with senior executives and stakeholders.
• High level of discretion and confidentiality in handling sensitive business matters.
• Proficiency in Microsoft Office Suite and other productivity tools; experience with travel and expense management systems preferred.
• Proven ability to anticipate needs, solve problems proactively, and drive efficiency in executive operations.
• Ability to travel up to 20% as needed for executive meetings, corporate events, and business engagements.

Responsibilities

• Manage access to the CEO's time, making thoughtful decisions about priorities, reviewing requests, and ensuring alignment with organizational objectives.
• Orchestrate complex schedules, meetings, and engagements to maximize the CEO's focus on high-impact initiatives.
• Maintain clear, consistent communication between the CEO, the leadership team, and key stakeholders, ensuring follow-through on commitments.
• Prepare executive-ready materials including briefings, presentations, and correspondence that reflect the CEO's voice and the company's brand.
• Anticipate information and resource needs for meetings, ensuring the CEO is fully prepared to make informed decisions.
• Track and follow through on CEO commitments, ensuring deliverables from internal and external parties are met on time.
• Coordinate complex domestic and international travel with foresight, agility, and attention to detail, adapting quickly when plans change.
• Handle sensitive, confidential, and business-critical information with the highest level of discretion and integrity.
• Collaborate closely with senior leaders and teams across the organization to coordinate CEO-led initiatives, events, and engagements.
• Identify opportunities to improve workflows, streamline processes, and enhance the efficiency of the executive office.
• Maintain awareness of company and industry developments relevant to the CEO's priorities, surfacing key insights when appropriate.
• Build and maintain strong working relationships with internal and external stakeholders, ensuring interactions with the CEO's office are handled with professionalism and care.
• Support strategic offsites by preparing materials, coordinating logistics, and tracking follow-up actions.

Skills

Executive support

Organizational multitasking

Written communication

Verbal communication

Discretion & confidentiality

Travel coordination

Tools

Microsoft Office Suite

Travel & expense systems

Job description

Position Summary: The Executive Assistant to the CEO plays a pivotal role in supporting a

leader driving a fast-growing hospitality organization. This is a high-trust, high-impact position

for someone who thrives on keeping a senior executive focused, prepared, and able to lead at

the highest level. The role blends high-level administrative excellence with strategic awareness,

ensuring the CEO's priorities, relationships, and commitments are executed seamlessly in a

fast-paced environment.

• Manage access to the CEO's time, making thoughtful decisions about priorities,reviewing requests, and ensuring alignment with organizational objectives
• Orchestrate complex schedules, meetings, and engagements to maximize the CEO'sfocus on high-impact initiatives
• Maintain clear, consistent communication between the CEO, the leadership team, andkey stakeholders, ensuring follow-through on commitments
• Prepare executive-ready materials including briefings, presentations, andcorrespondence that reflect the CEO's voice and the company's brand
• Anticipate information and resource needs for meetings, ensuring the CEO is fullyprepared to make informed decisions
• Track and follow through on CEO commitments, ensuring deliverables from internal andexternal parties are met on time
• Coordinate complex domestic and international travel with foresight, agility, and attentionto detail, adapting quickly when plans change
• Handle sensitive, confidential, and business-critical information with the highest level ofdiscretion and integrity
• Collaborate closely with senior leaders and teams across the organization to coordinateCEO-led initiatives, events, and engagements
• Identify opportunities to improve workflows, streamline processes, and enhance theefficiency of the executive office
• Maintain awareness of company and industry developments relevant to the CEO'spriorities, surfacing key insights when appropriate
• Build and maintain strong working relationships with internal and external stakeholders,ensuring interactions with the CEO's office are handled with professionalism and care
• Support strategic offsites by preparing materials, coordinating logistics, and trackingfollow-up actions

Qualifications:

• 5+ years of experience in executive support, preferably in hospitality or a fast-paced,high-growth environment
• Exceptional organizational and multitasking skills with strong attention to detail and theability to manage shifting priorities
• Strong written and verbal communication skills with a professional presence and abilityto interact effectively with senior executives and stakeholders
• High level of discretion and confidentiality in handling sensitive business matters
• Proficiency in Microsoft Office Suite and other productivity tools; experience with traveland expense management systems preferred
• Proven ability to anticipate needs, solve problems proactively, and drive efficiency inexecutive operations
• Ability to travel up to 20% as needed for executive meetings, corporate events, andbusiness engagements.