Executive Assistant to the President & Chief Executive Officer (Indianapolis) Job at Buckingham Companies, Indianapolis, IN

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  • Buckingham Companies
  • Indianapolis, IN

Job Description

Overview

The Executive Assistant to the President & Chief Executive Officer provides comprehensive administrative and strategic support while ensuring efficiency of the organization’s mission, vision, and values. Responsibilities will include a broad range of scheduling, streamlining communication, anticipation of needs, tasks and solving challenges. The Executive Assistant acts as a trusted partner, ambassador and extension of the President & CEO, providing utmost professionalism, confidentiality and customer service both internally and externally.

Qualifications

Education & Experience

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

Skills

  • Demonstrated ability to manage complex calendars, prioritize tasks and coordinate various travel arrangements; event planning experience a plus
  • Proven ability to maintain strict confidentiality while managing access to privileged information and adhering to company policies and legal requirements
  • Experience in project management and proficient in using productivity and collaboration tools and software
  • High level experience with Microsoft Office Suite and Adobe Acrobat
  • Research and analysis background and experience a plus
  • Excellent spelling and grammar skills
  • Ability to work weekend and evening remote hours as required, especially for travel and scheduling needs

Special Requirements

  • High degree of professionalism and must be able to ensure sensitive issues are managed with care and integrity
  • Exceptional leadership, communication, and collaboration skills
  • Detail oriented and high level of accuracy
  • Ability to be nimble, flexible and handle change
  • Results oriented and solution focused
  • High degree of accountability and ownership
  • Excellent organizational and time management skills including ability to multitask, prioritize and meet changing deadlines
  • Positive attitude and team player
  • Excellent internal and external customer service skills

Essential Qualities

  • Organizational Expertise : Manage complex schedules, prioritize tasks efficiently, and maintain readily accessible information for quick decision-making.
  • Tech Savviness : Strong grasp of office productivity tools and the ability to learn new software quickly.
  • Calm Under Pressure : Maintain composure in high-stress situations, effectively handling urgent and unforeseen challenges.
  • Ambassadorship : Represent the President & CEO and the organization professionally, embodying their goals, values and mission in all interactions.
  • Trustworthiness : Handle sensitive and confidential information with the utmost discretion and integrity.
  • Excellent Communication Skills : Serve as a spokesperson for the President & CEO, building relationships with internal and external stakeholders through empathy and emotional intelligence.
  • Proactive Problem Solving : Anticipate needs, identify potential challenges, and implement solutions before issues arise.
  • Quick Thinking : Make sound, autonomous decisions in high-pressure situations.
  • Negotiation Skills : Secure optimal outcomes with vendors, service providers and other stakeholders.
  • Project Management Experience : Organize and execute events, meeting and team-building activities.
  • Analytical Thinking : Evaluate complex situations and make informed decisions.
  • Leadership & Team Collaboration : Act as a liaison between executives and team members.
  • Adaptability : Embrace change and maintain flexibility in an ever-evolving work environment.
  • Commitment to Learning : Demonstrated interest in professional development.

Responsibilities

  • Provides administrative support, including email and telephone coverage, scheduling, calendar management, contact management, travel coordination, and necessary communications internally and externally.
  • Prepares, mails, or delivers correspondence including email, letters, memos, forms, policies, procedures, and confidential information.
  • Maintain office supply inventory including refreshments for CEO.
  • Manage CEO contact database from entry to cleanup.
  • Manage all CEO conference and/or virtual calls.
  • Coordinate travel (air and hotel) for out of town guests.
  • Create monthly anniversary notes from CEO to employees.
  • Draft memos to hotel general managers regarding monthly action items.
  • Manage CEO expense reports and approve expense reports for CEO direct reports.
  • Maintain bio packages and order OM packages as needed or requested.
  • Maintain the company’s and CEO’s memberships and subscriptions database.
  • Liaison between IT and CEO for company equipment.
  • Manage CEO’s email inbox to assist CEO with organization and time effectiveness.
  • Coordinate all travel for CEO (flights, cars, car service, hotels, etc.); including international travel coordination.
  • Maintain corporate tickets and entertainment accounts.
  • Manage corporate and hotel art database / didactics / shipping / installation / invoices.
  • Coordinate art insurance with appropriate team members.
  • Maintain professional relationships with CEO’s contacts both personal and professional.
  • Assist on development RFP packages as necessary.
  • Coordinate document signing/notarizing as requested.
  • Open CEO office each day and ensure readiness.
  • Liaison between CEO and Executive Team; assist team as requested.
  • Help to maintain and add to Juniper database.
  • Complete corporate projects as requested by CEO.
  • Assist other team members on annual meeting and grand opening of hotels or other projects.
  • Assist with planning or preparation of corporate or Foundation events as requested.
  • Participate on internal committees as requested or needed.
  • Provide personal assistance for CEO’s appointments.
  • Provide scheduling and travel coordination for CEO and family for personal trips.
  • Liaison for cell phone and other IT needs for CEO/Family.
  • Other duties as assigned.
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Job Tags

Immediate start, Remote job, Flexible hours, Weekend work, Afternoon shift,

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