Executive Assistant (Full Time)

Family Ties LLC; Indianapolis (IN); On-site; USD 50,000 - 70,000; Full time

Job summary

A community-focused organization in Indianapolis seeks an Executive Assistant to support the Chief Executive Officer and leadership teams. This role requires over 5 years of administrative experience, expertise in Microsoft Office Suite, and the ability to maintain confidentiality. The ideal candidate will manage schedules, prepare documentation, and ensure smooth operations within the organization. This position is in-office unless otherwise arranged.

Qualifications

• 5+ years of administrative experience at the C-Suite level or equivalent.
• Commitment to accuracy and attention to detail.
• Ability to maintain confidentiality and discretion.

Responsibilities

• Manage the chief executive officers’ calendars and coordinate internal meetings.
• Prepare and organize files, reports, and communications.
• Track staff credentials and annual training documentation.

Skills

Administrative experience at the C-Suite level

Microsoft Office Suite

Electronic case management systems

Attention to detail

Emotional intelligence skills (EQ)

Tools

ADP payroll

Zoom

Excel

Job description

Family Ties Haven LLC is hiring for an Executive Assistant to serve as the operations leader to our organizations smooth and efficient operations and service our Chief Executive Officer(s) and leadership teams. The Executive Assistant will be a central point of coordination, communication, and compliance—especially within our Personal Services Agency (PSA), Behavioral & Developmental Services (BDS), and Department of Child Services (DCS).

Requirements

• Maintain schedules, manage the chief executive officers’ calendars and coordinate internal meetings
• Prepare and organize files, reports, meeting notes, and communications
• Answer phones, greet visitors, and ensure the front office is presentable and professional
• Assist with follow-ups, reminders, and document distribution for the leadership team
• Maintain updated documentation for all service programs in accordance with state guidelines
• Track staff credentials, annual trainings, CPR/First Aid renewals, and TB testing in ADP system
• Quarterly support DCS report tracking, case documentation, and file auditing
• DCS referral intake processing and execution for Family Ties Haven LLC
• Assist in collection and review of Client Visit Records (CVRs), time reports, and billing support
• Maintain, update and execute the Caring Connections Leadership Team (CCLT) project calendar template
• Coordinate onboarding documents and orientation for new hires
• Maintain staff rosters, availability, mileage forms, and time-off requests
• Schedule interviews and credential checks in collaboration with agency leadership
• Respond to family and case manager inquiries in a professional and timely manner
• Maintain open communication logs for all client-related matters
• Support special projects and events hosted by either agency

Skills & Qualifications

• At least 5 years of administrative experience at the C-Suite level or equivalent experience
• Microsoft Office Suite, Zoom, Notes, iCloud
• Electronic case management systems including client services, ADP payroll
• Internal service tracking spreadsheets and HR documents in Excel
• Multi-line phone system and emails systems
• Commitment to accuracy, attention to detail and follow-through
• The ability to utilize good emotional intelligence skills (EQ) to discern situations, leadership styles and outcomes

Preferred Qualifications

• Staying organized and responsive in a fast-paced office
• Keeping documentation current and compliant
• Supporting executive leadership with professionalism and discretion
• Creating a welcoming, efficient environment for staff, clients, and community partners
• Work hours are in-office unless otherwise arranged
• This is a trusted, confidential position—discretion is expected at all times
• Always maintain a solution-focused, client-first mindset

At Family Ties Haven LLC, we provide trusted child welfare programming including evidence-based serviced designed to uplift, protect, and empower the most vulnerable members of our community. We focus our curriculum around helping families thrive together and improve their partnerships with our expertise and experienced team. We pride ourselves on being the best and brightest experts in Indiana.