Executive Assistant

Albanese Candy; Merrillville (IN); On-site; USD 55,000 - 75,000; Full time

Job summary

Talentify is seeking an Executive Assistant to the Copresident to provide high-level administrative support for both personal and professional needs. You will manage calendars, coordinate travel, and handle confidential information with discretion while coordinating with internal teams and external stakeholders.

You will attend meetings, take minutes, organize records, and assist with strategic projects. The role requires strong communication, organization, and proactive problem-solving in a

Qualifications

• Experience supporting C-suite or senior executives preferred.
• Excellent written and verbal communication skills.
• Ability to handle confidential information with discretion.
• Willingness to travel as needed and flexibility to adapt to changing priorities.
• Strong organizational skills and attention to detail.

Responsibilities

• Maintain the Copresident’s personal and professional calendar; coordinate appointments and meetings.
• Manage all incoming and outgoing communications; respond or redirect as needed.
• Arrange complex travel itineraries including flights, accommodations, and ground transport.
• Attend meetings with the Copresident; take minutes and follow up on action items.
• Maintain confidentiality of sensitive information and company matters.
• Organize and manage files, records, and documents for easy retrieval.
• Build positive relationships with internal and external stakeholders.
• Assist on special projects; prepare reports and support strategic initiatives.
• Screen incoming requests and prioritize matters for the Copresident.
• Plan and coordinate company events and off-site retreats as required.
• Handle expense tracking, receipts, and reimbursements; review invoices for accounting.
• Provide general support and run errands as needed.

Skills

Time management

Communication

Discretion

Organizational skills

Travel coordination

Gatekeeping

Proactivity

Collaboration

Tech-savvy

Education

High school diploma or equivalent

Two+ years administrative experience

Tools

Microsoft Office

Email/ calendar tools

Job description

UNDERSTANDING

As the Executive Assistant to the Copresident, you will play a pivotal role in providing high-level administrative support for both personal and professional needs ensuring the smooth and efficient functioning of the Copresident’s office. You will be a key liaison between the Copresident and internal/external stakeholders, management communications, scheduling, and handling sensitive and confidential information. Your exceptional organizational skills, attention to detail, and ability to maintain composure under pressure will be essential in this dynamic and fast-paced environment.

CORE VALUES

Our 5 Core Values are more than just words, they’re a way of life. We know that companies with a strong culture & a higher purpose perform better in the long run.

• Own It
• Hustle and Refuse to Settle
• Love People
• Act for the Greater Good
• Find a way

WORKING RELATIONSHIP

Reports directly to the Copresident and works with all levels of the organization.

RESPONSIBILITIES

• Calendar Management: Maintain the Copresident’s personal and professional schedule, coordinate appointments, meetings, and conference calls. Prioritize and schedule events effectively, ensuring the Copresident’s time is optimized.
• Communication Management: Manage all incoming and outgoing communications for the Copresident, including emails, phone calls, and written correspondence. Respond to or redirect inquiries as appropriate.
• Travel Coordination: Arrange and coordinate complex travel itineraries, including flights, accommodations, ground transportation, and any necessary visa arrangements. Ensure travel plans align with the Copresident’s schedule and preferences.
• Meeting Support: Make arrangements for meetings including lunch and room set up. Attend meetings with the Copresident, take minutes, and follow up on action items to ensure completion.
• Confidentiality: Maintain the utmost confidentiality regarding sensitive information, business strategies, and personal matters related to the CEO.
• Information Management: Organize and maintain files, records, and documents related to the Copresident’s office, ensuring easy retrieval and secure storage. This includes personal and professional documents.
• Relationship Management: Build and maintain positive relationships with internal and external stakeholders, including team members, customers, vendors, and other executives.
• Project Assistance: Assist the Copresident with various projects, conducting research, preparing reports, and supporting the execution of strategic initiatives.
• Gatekeeping: Screen incoming requests and prioritize matters that require the Copresident’s attention, ensuring efficient time management.
• Event Coordination: Plan and coordinate company events, meetings, and off-site retreats as required.
• Expense Management: Handle the Copresidents expenses, track receipts, and process reimbursements efficiently. Review all credit card transactions monthly. Review invoices as needed for accuracy and turn into accounting on time.
• General Support: Set calendar reminders for personal and professional milestones and purchase gifts for team members, family, and friends. Run local personal and professional errands.
• Other duties as assigned.

REQUIREMENTS

• Proven Experience. Previous experience as an Executive Assistant or in a similar administrative role, preferably supporting C-level executives preferred.
• Organizational Skills. Exceptional organizational and time management skills, with the ability to juggle multiple tasks and priorities effectively.
• Communication skills. Communicate in a clear, concise, and professional manner; Excellent written and verbal communication skills, capable of interacting confidently with individuals at all levels.
• Discretion. Demonstrated ability to handle sensitive and confidential information with the utmost discretion.
• Flexibility. Willingness to adapt to changing priorities and work outside regular business hours when necessary. Although travel will be limited, must have the ability to travel with the Copresidents as needed
• Initiative. Proactive and self-motivated, able to take initiative and complete tasks with minimal supervision and to a high standard.
• Collaboration. A team player with the ability to collaborate effectively with colleagues and stakeholders.
• Problem Solving. Strong problem-solving skills, with the ability to anticipate needs and proactively address potential challenges. Strategic thinker.
• Tech-Savvy. Proficient in Microsoft Office and familiarity with communication tools and digital platforms.

EDUCATION

• Minimum of one to three years of working in manufacturing administration preferred.
• Minimum of two years administrative/office experience preferred.