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Executive Assistant
Ref No.: 18-06961
Location: Indianapolis, Indiana
Shift/Hours: M-F 7:30am-4:30pm
Job Description: The Executive Administrative Assistant will provide will provide full administrative support through Global Leader level – including but not limited to calendaring/meeting management (including international meetings & Web Ex), effective decision making, and effective advance planning for meeting preparation and travel (international travel, will include Visa) with frequent changes in scheduling. The ideal candidate will be comfortable in a fast-paced, dynamic environment, interfacing with high-level executives, managers and employees. In this environment, the OP must be able to work out solutions to daily scheduling challenges and work collaboratively with multiple other executive assistants (internal and external) who are also managing very complex and demanding schedules.
Job Summary:
Location: NW Indianapolis, IN
Long -Term contract position- -12 months or longer
Hours: 7:30am - 4:30pm, Monday through Friday (40 hours a week)
Primary responsibilities:
• Maintain and monitor schedules and calendars via Outlook for numerous meetings –heavy calendaring
o Manage leader's Outlook in-box by handling, re-directing and cleaning up as appropriate
• Anticipate needs and priorities to ensure the Global Leader(s) is prepared each day to meet deadlines and commitments
• Exhibit a high level of detail with leader travel arrangements – domestic, international and corporate aviation
o Anticipate passport and visa requirements
• Employ problem solving strategies including using effective independent judgment and decision-making
• Exhibit extreme confidentiality with business and personal information
o Assist with personnel matters and requirements in managing the leader's direct reports
• Serve as one of the primary contacts with responsibility of understanding company issues, strategies, procedures and policies
• Provide a bridge for smooth communication between the Global Leader(s) office and internal departments
o Demonstrate leadership to maintain credibility, trust and support with senior management staff
• Be able to handle multiple priorities in areas such as payroll, file share management, ordering office equipment, expense reporting and hiring activities

• High school diploma with recent working experience as an Executive Assistant or Office Professional
• Associate's degree in Business Management with a software specialty is preferred
• A minimum of 5 years' experience is an office professional/administration role is required
• Must have experience with travel arranging both Domestic & International
• Experience in a multi-tasking environment is highly desired and needed for this position
• Be able to interact with senior business leaders
• Be able to exercise discretion in dealing with highly confidential information and interact with people in a manner which shows sensitivity, tact and professionalism
• Exhibit strong organization skills with excellent attention to detail
• Must be able to adapt to frequent changes and handle ambiguity
• Intermediate to Advanced skills in the use of Outlook, Word, Excel, PowerPoint and WebEx are a MUST
• Knowledge in maintaining website information, managing fileshare permissions, fileshare organization and distribution lists
• Experience working with senior leaders is a must; experience working with other executive leaders is a significant advantage-extremely professional
• Must be willing to work overtime as needed.