Executive Administrative Assistant

Location: Indianapolis, IN

Schedule: Hybrid (In office 3 days/week, remote 2 days/week) Monday-Friday 8am-5pm 

Employment Type: Full-time  

Reports to: Plan President (MCO)

About the role

We’re hiring an Executive Administrative Assistant to support the executive team. This role is ideal for someone who is highly organized, communicates clearly, and can shift smoothly between proactive planning and quick-turn needs. You’ll be the go-to partner for calendar and meeting coordination, travel and expenses, and creating polished materials that help the President and leadership team stay prepared and aligned. We’re open to candidates with a few years of experience or a recent college graduate who is motivated, professional, and excited to learn and grow in a business environment.

What you’ll do

• Manage calendars end-to-end, including scheduling, prioritization, and adjustments as needs change  
• Send and manage meeting invitations, coordinate meeting rooms, and handle logistics across a small leadership group (while only owning calendar management for the President)  
• Coordinate and host Microsoft Teams meetings, including setup, links, attendee management, and troubleshooting  
• Prepare and submit expense reports accurately and on time, ensuring required documentation is complete  
• Build and maintain simple trackers and schedules using Excel (basic proficiency needed)  
• Create and update PowerPoint presentations for leadership meetings and communications (moderate proficiency needed)  
• Draft and proofread emails and materials, handling sensitive information with professionalism and discretion  
• Serve as a calm, reliable point of contact and help keep priorities moving through strong follow-up and organization  
• Anticipate needs by staying aware of upcoming deadlines, key meetings, and changing priorities while also responding quickly to same-day requests  

What success looks like

• Calendars are organized, realistic, and aligned to priorities  
• Meetings are scheduled smoothly with correct attendees, rooms/links, and materials  
• Presentations and meeting setup are polished and ready, without last-minute scrambling  
• Expense reports are accurate, timely, and compliant  
• Stakeholders experience clear communication, responsiveness, and strong follow-through

What we’re looking for

• Bachelor’s degree required 
• Experience level: 0–3+ years preferred (including internships); open to strong recent graduates  
• Strong organizational skills and the ability to manage competing priorities without dropping details  
• Strong communication skills (written and verbal), with a professional, service-minded approach  
• Comfortable working in a fast-paced environment with a mix of proactive planning and reactive needs  
• Basic Excel skills (scheduling, lists, simple trackers)  
• Moderate PowerPoint skills (building and updating presentations, formatting, professionalism)  
• Comfortable using Microsoft Teams for meeting coordination  
• High discretion and good judgment when handling confidential information  
• Motivated to learn, grow, and build business acumen over time