Executive Assistant
Indianapolis, IN Administration
Job Type
Full-time
Description

SUPERVISOR TITLE: President and CEO

DEPARTMENT: Administration

FLSA STATUS: Full Time Exempt


PRIMARY PURPOSE

The Executive Assistant administratively supports the CEO (70% time) and Executive Team (30% time) This position serves as a liaison to the Board of Directors, providing support to all Board committees. Additional responsibilities include general office management, project facilitation and event coordination.


ESSENTIAL FUNCTIONS

Administrative

  • Serves as gatekeeper and manages schedule of the President/CEO, including calendar, meeting preparation, travel, and conference arrangements
  • Tracks, processes, and maintains CEO expenditures, ensuring accuracy and timeliness.
  • Coordinates Board meetings and provides support and assistance to the Board and Board committees; coordinates board orientation and board communications; coordinates timely receipt and distribution of Board meeting materials; and updates and maintains Board Portal with key organizational information
  • Maintains board and executive administration reference materials, managing hard files and electronic information in private and public executive drives
  • Provides project support as needed
  • Manages lobby entrance, work room and all common spaces, ensuring they are well-organized and clean
  • Manages common and building meeting calendars.
  • Orders and maintains office supply inventories using contracted vendors.
  • Manages office equipment for AYS administration; tracks and maintains building service calls, supplies replenishment, and postage meter machine
  • Oversees shred, file storage and shred program
  • Performs all other duties as assigned

Leadership

  • Serve as a positive and guiding force that supports AYS’s mission, vision and values
  • Supports strategic planning process and reporting.
  • Prepares and edits communications/presentations with professionalism and resourcefulness.
  • Ensures/maintains strict confidentiality standards.
  • Manages internal office moves and space coordination
  • Oversees video/conference call and security systems; works with IT, HR, and outside vendors to coordinate any necessary training and system updates.

Program Operations

  • Follows all AYS policies and procedures as directed in the Employee Manual and the Program Manual
  • Coordinates all staff and employee recognition events.


ESSENTIAL SKILLS & ABILITIES

The requirements listed below are representative of the knowledge, skills, and/or abilities required to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Engagement/Communication – Provide prompt, attentive, and friendly customer service in-person and by phone; communicates clearly, accurately, and respectfully verbally and in writing; seeks and responds to feedback from internal and external stakeholders to improve service and communication
  • Collaboration – Cooperates and works together with all stakeholders plans and complete job duties with minimal supervisory direction, including appropriate judgement. Supports cross-training and shares learning with others
  • Adaptability – Willingness to take on new challenges and responsibilities; open to change and variety within the workplace
  • Technical – Proficiency in using computers and related software; experience with Microsoft Office and additional programs and systems
  • Critical Thinking – Ability to think about and discuss complex issues, solution oriented
  • Professionalism – Exhibits effective skills in priority management, professionalism, and empathy; completes work with accuracy and a high attention to detail
  • Problem-solving abilities
  • Ability to make decisions without supervision
  • Ability to make sound decisions that affect other people, the financial resources, and/or the image and reputation of the organization


Requirements

EDUCATION & EXPERIENCE

  • High School degree or equivalent required
  • Five years of experience as Executive Assistant (or related) preferred
  • Experience working with Board of Directors preferred
  • Experience and/or ability to work and interact effectively with a diverse, multicultural audience.


PHYSICAL DEMANDS

  • Regularly required to stand, walk, and/or sit for extended periods of time
  • Occasionally visit administrative office to pick up materials, turn in documents, meet with staff, etc.
  • Ability to move quickly to intervene in dangerous situations
  • May have to move supplies or equipment up to 20 pounds occasionally
  • Requires reliable personal transportation