Executive Assistant

Are you an executive assistant who enjoys getting the job done down to the last detail? Are you the go-to person for travel and scheduling? Do you enjoy working for an organization with a strong mission, ties to the community, and one that works with major corporate partners? If so, this role may be for you!

Our client is an Indianapolis-based non-profit consortium that works in the energy landscape including energy generation, transmission and storage, the built environment, multimodal transport, and the electrical grid. Their network of global companies and institutions allows them to develop groundbreaking pilot projects, commercialization opportunities, sustainable startups, and technological innovation in order to develop solutions to the many energy and mobility challenges we face globally.

COMPENSATION AND BENEFITS:

• Salary is in the $50,000-60,000 range commensurate with experience.
• Hybrid/Remote - Flexible in-office schedule. 
• Health Insurance - Health, dental, vision, and life insurance is 100% covered.
• Health Savings Account (HSA) - Contributions and match paid into an HSA.
• Unlimited Time Off - Starting 2024, unlimited paid time off.
• 401(k) with match

JOB RESPONSIBILITIES FOR THE EXECUTIVE ASSISTANT:

• Utilize time management strategies to organize the CEO’s schedules, meetings, etc. interacting with internal and external executives and assistants; anticipate problems and use strong judgment and problem-solving skills to eliminate these issues.
• Prepare credit card reconciliation and expense reimbursements in a timely manner.
• Independently create well-organized, grammatically correct memos and reports for distribution to members of various departments.
• Manage travel arrangements and reservations for executive management and guests as needed.
• Assist the CEO with daily correspondence via voicemail, email, postal mail, etc.
• Coordinate, schedule, and prepare information/materials for meetings and appointments.
• Arrange Executive Committee and Board meetings, including preparation of materials, distribution of meeting notices, materials, and minutes for meetings as necessary.
• When required, coordinate meal service for meetings.
• Maintain the directory of the Board and Executive Committee.
• Manage the preparation and logistics for staff retreats, staff meetings, dashboard management, strategic planning, quarterly planning, and performance management.
• Assist with special events planning including support in logistics, budgeting, external communications, marketing, sponsorship, and advertising.
• Exercise administrative judgment; assuming responsibility for decisions, consequences, and results impacting staff, costs, and/or quality of service within the functional area.
• Support the clerical, administrative, and day-to-day functions of the office.
• Assist ESN staff and program directors with a variety of logistical and administrative tasks in support of programs and events.
• Manage and handle ambiguity with emotional maturity.
• Handle confidential information with discretion.
• Perform other duties as assigned.

QUALIFICATIONS FOR THE ADMINISTRATIVE ASSISTANT:

• Bachelor’s Degree required.
• Minimum 5 years of administrative experience in a professional office is required.
• Superior planning, organizational, time management, and record-keeping skills with attention to and memory for details.
• Experience and aptitude for scheduling and maintaining calendars.
• Excellent oral and written communication skills, including grammar, punctuation, and spelling.
• Skilled in using computers, adapting to new technology, keeping abreast of changes, learning new programs quickly, and using computers to improve productivity.
• Proficient with MS Office suite.

EQUAL OPPORTUNITY EMPLOYER

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