Senior Executive Assistant

Buckingham Companies; Indianapolis (IN); On-site; USD 60,000 - 85,000; Full time

Job summary

A leading company is seeking a Senior/Executive Assistant to the President & CEO to provide comprehensive administrative and strategic support. This role requires a proactive individual with strong organizational, communication, and problem-solving skills, who can manage complex schedules and maintain professionalism in all interactions.

Qualifications

• Minimum five (5) years of proven experience as an Executive Assistant or similar.
• Ability to handle multiple priorities and manage high volumes of work effectively.

Responsibilities

• Provide administrative support including scheduling, travel coordination, and document preparation.
• Handle correspondence and maintain office supplies.
• Assist with event planning and corporate projects.

Skills

Organizational Expertise

Tech Savviness

Excellent Communication Skills

Proactive Problem Solving

Negotiation Skills

Project Management Experience

Analytical Thinking

Leadership & Team Collaboration

Adaptability

Commitment to Learning

Education

Bachelor’s degree or equivalent education

Tools

Microsoft Office

Google Workspace

Job description

Overview

The Senior/Executive Assistant to the President & Chief Executive Officer provides comprehensive administrative and strategic support, ensuring the efficiency of the organization’s mission, vision, and values. Responsibilities include managing schedules, streamlining communication, anticipating needs, and solving challenges. The Executive Assistant acts as a trusted partner, ambassador, and extension of the President & CEO, maintaining professionalism, confidentiality, and excellent customer service internally and externally.

Qualifications

Essential Qualities

• Organizational Expertise: Manage complex schedules, prioritize tasks efficiently, and maintain accessible information for quick decision-making. Ability to handle multiple priorities and manage high volumes of work effectively.
• Tech Savviness: Proficient in office productivity tools like Microsoft Office and Google Workspace, with the ability to learn new software quickly. Capable of troubleshooting and staying updated on emerging technologies.
• Calm Under Pressure: Maintain composure in high-stress situations, effectively handling urgent challenges.
• Ambassadorship: Represent the President & CEO and the organization professionally, embodying their goals, values, and mission in all interactions.
• Trustworthiness: Handle sensitive information with discretion and integrity. Demonstrate empathy, discretion, and professionalism in sensitive situations and relationship building.
• Excellent Communication Skills: Serve as a spokesperson for the President & CEO, building relationships with internal and external stakeholders through empathy and emotional intelligence. Possess excellent verbal and written communication skills to engage diverse audiences.
• Proactive Problem Solving: Anticipate needs, identify challenges, and implement solutions proactively and creatively.
• Quick Thinking: Make autonomous decisions in high-pressure situations using creative problem-solving skills.
• Negotiation Skills: Secure optimal outcomes with vendors, service providers, and stakeholders to benefit the President & CEO and the organization.
• Project Management Experience: Organize and execute events, meetings, and team activities aligned with organizational goals.
• Analytical Thinking: Evaluate complex situations, make informed decisions, and identify solutions contributing to strategic initiatives.
• Leadership & Team Collaboration: Act as a liaison between executives and team members, fostering collaboration and guiding others.
• Adaptability: Embrace change, refine processes, and maintain flexibility in a dynamic environment, managing shifting priorities effectively.
• Commitment to Learning: Demonstrate interest in professional development and staying informed about industry trends and tools.

Experience

• Bachelor’s degree or equivalent education and experience.
• Minimum five (5) years of proven experience as an Executive Assistant or similar supporting senior executives.

Responsibilities

• Provide administrative support: email and phone coverage, scheduling, calendar management, contact management, travel coordination, document preparation, expense reports, and internal/external communications.
• Handle correspondence, including emails, letters, memos, forms, policies, and confidential information.
• Maintain office supplies and inventory, including refreshments for the CEO.
• Manage CEO contact database and all conference or virtual calls.
• Coordinate travel arrangements for the CEO, including international trips.
• Create monthly employee anniversary notes and draft memos for hotel general managers.
• Manage expense reports and approve reports for direct reports.
• Maintain bio packages, memberships, subscriptions, and art databases.
• Liaise with IT regarding company equipment and manage CEO’s email inbox.
• Coordinate document signing, notarizing, and other administrative tasks.
• Assist with event planning, corporate projects, and internal committees.
• Provide personal assistance for CEO’s appointments and personal travel arrangements.
• Handle IT needs for CEO and family, and other duties as assigned.