Senior Executive Assistant to Two Chief Officers

Indiana Biosciences Research Institute; Indianapolis (IN); On-site; USD 65,000 - 85,000; Full time

Benefits offered by this job

Competitive salary

Benefits

Full-time transition potential

Job summary

Indiana Biosciences Research Institute (IBRI) is seeking an experienced Executive Assistant to support two Chief Officers. The role requires managing calendars, communications, and priorities with discretion, providing backup coverage, and coordinating travel, meetings, and events across the leadership team.

This 5-7 month assignment may transition to full-time. Candidates should have 7+ years of relevant experience, strong communication skills, and proficiency with Microsoft 365 tools.

Qualifications

• High school diploma or equivalent with 7+ years of relevant experience.
• 3+ years as an Executive Assistant or in a senior administrative support role ideally supporting C-suite or senior leadership.
• Demonstrated ability to manage multiple, competing priorities across two or more executives simultaneously.
• Strong written and verbal communication skills; comfortable drafting on behalf of senior leaders.
• Proficiency with Microsoft 365 (Outlook, Teams, SharePoint) and standard scheduling/travel tools.
• High degree of discretion and demonstrate trustworthiness with confidential information.

Responsibilities

• Own and proactively manage complex, frequently shifting calendars for two Chief Officers, resolving conflicts and prioritizing time against organizational goals.
• Anticipate scheduling needs ahead of key initiatives, budget cycles, and cross-functional deadlines.
• Draft, proofread, and manage correspondence, internal announcements, and routine external communications on behalf of assigned executives.
• Serve as a professional first point of contact for internal and external stakeholders reaching out to assigned executives.
• Arrange domestic and international travel, including itineraries, accommodations, and expense reconciliation.
• Coordinate logistics for site visits, conferences, and off-site meetings.
• Prepare agendas, materials, and briefing documents in advance of leadership and cross-functional meetings.
• Support the set-up and execution of meetings and events.
• Capture action items and follow up on deliverables on behalf of assigned executives.
• Exercise sound judgment and discretion when handling sensitive personnel, financial, or strategic information.
• Represent assigned executives' priorities accurately when acting on their behalf.
• Provide seamless backup coverage for the members of the team and their portfolio during absences or peak workload periods.
• Contribute to shared group processes (intake systems, shared calendars, documentation) established.

Skills

Communication

Discretion

Calendar management

Travel coordination

Written communication

Education

High school diploma or equivalent

Tools

Microsoft 365

Outlook

Teams

SharePoint

Job description

Indiana Biosciences Research Institute (IBRI) is seeking an experienced Executive Assistant to support two Chief Officers. The role requires managing calendars, communications, and priorities with discretion, providing backup coverage, and coordinating travel, meetings, and events across the leadership team.

This 5-7 month assignment may transition to full-time. Candidates should have 7+ years of relevant experience, strong communication skills, and proficiency with Microsoft 365 tools.