Executive Assistant (BBBH414641) Indianapolis, Indiana

Salary: USD60000 - USD70000 per year
Vaco has partnered with a non-profit organization to hire an Executive Assistant for a full time, direct hire opportunity downtown Indianapolis.

JOB OVERVIEW:
The Executive Assistant will work within an office environment to support non-profit organization and the organization’s CEO. The Executive Assistant will be responsible for administrative duties such as ordering supplies, organizing team outings, and scheduling and maintaining calendars for meetings, travel, and activities for the President and CEO. The ideal individual will be able to apply good judgment in various situations, with strong written and verbal communication and organizational skills.

JOB RESPONSIBILITIES:
  • Preparing documents and presentation materials; screening and responding to incoming correspondence, inquiries, and phone calls; drafting letters and official information releases; arranging and attending meetings; taking and distributing minutes.
  • Implementing and improving administrative processes for more efficient workflow and managing, organizing, and maintaining documents in paper or electronic filing systems.
  • Draft and proofread CEO correspondence
  • Manage and coordinate CEO’s schedule, travel, meetings, etc. Anticipate problems and use strong judgment and problem-solving skills to eliminate them.
  • Prepare credit card reconciliation and expense reimbursements promptly.
  • Arrange Executive Committee and Board meetings, including preparation of materials and minutes for meetings as necessary.
  • Coordinate meal service for meetings.
  • Coordinate communications with the Board of Directors, i.e., distribution of meeting notices, materials, minutes, update emails, etc.
  • Manage the preparation and logistics for staff retreats, staff meetings, dashboard management, strategic planning, quarterly planning, and performance management.
  • Assist program directors with various project management, logistical, and administrative tasks related to programs and events.

MINIMUM QUALIFICATIONS
  • 4+ years of office management and/or executive assistant experience required.
  • Excellent planning, organizational, time management, and record-keeping skills with attention to and memory for details.
  • Excellent oral and written communication skills, including grammar, punctuation, and spelling.
  • Ability to use independent judgment and good discretion/decision-making skills.
  • Proven ability to handle confidential information with discretion.
  • Skilled in using computers, adapting to new technology, keeping abreast of changes, learning new programs quickly, and using computers to improve productivity.
  • Extensive experience with MS Office suite.
  • A detail-oriented self-starter who can be given a need or objective, break it down into executable pieces, identify questions that need to be asked, gather priorities and requirements, set and manage milestones, and then execute effectively.
  • Excellent project management skills.

This opportunity offers excellent employee benefits including
  • 100% company-paid health insurance for employee and famil
  • Health Savings Account with employer contribution
  • PTO and Holiday Pay
  • Retirement Benefits
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