Executive Administrator

Title: Executive Administrator 
Reports To: Chief Executive Officer (CEO) 
Location: Indianapolis 
Employment Type: Full-Time, Exempt

Job Summary

The Executive Administrator serves as the trusted right-hand to the CEO, providing high-level administrative and operational support to the CEO. This role is highly strategic, requiring exceptional organizational skills, attention to detail, and the ability to manage a wide range of priorities and constituents, including internal ELT, and external stakeholders, the Board of Directors, staff, and partners.

Key Responsibilities

Executive Support:

• Manage the CEO’s calendar, schedule meetings, plan travel, and oversee daily activities to maximize efficiency and preparedness for each day’s challenges and opportunities.

• Prepare and facilitate critical meetings, including agenda setting, material preparation, and coordination of participants.

Communication & Liaison:

• Act as the primary point of contact for internal and external stakeholders, fostering strong relationships and ensuring smooth communication between the CEO and all parties.

• Draft, review, and prioritize correspondence, reports, and presentations on behalf of the CEO.

Project & Event Coordination:

• Oversee special projects and initiatives as assigned by the CEO, ensuring timely completion and effective collaboration with relevant teams.

• Plan and coordinate executive events, board meetings, and organizational retreats.

Information Management:

• Manage confidential and sensitive information with the highest level of discretion and professionalism.

• Maintain organized records, files, and databases for the CEO’s office.

Office Operations:

• Support administrative functions such as office supplies, equipment management, and expense reporting.

• Ensure the office environment is clean, organized, and conducive to productivity by coordinating with facilities and cleaning staff as needed.

• Identify and implement process improvements to enhance workflow and efficiency within the executive office.

Strategic Collaboration:

• Work closely with senior leadership and department heads to support organizational goals and initiatives.

• Provide recommendations and consultation to improve teamwork and operational effectiveness.

Qualifications & Experience

• Bachelor’s degree in business administration, Communications, or a related field preferred.

• Minimum of 10 years of experience in an executive assistant or similar administrative role, ideally supporting C-level executives.

• 2+ yrs of experience in SaaS or technology focused environments
  
• Exceptional organizational, multitasking, and time management skills.

• Strong written and verbal communication abilities.

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with project management tools.

• High level of integrity, professionalism, and discretion.

• Ability to anticipate needs, think critically, and offer solutions proactively.
• Strong problem-solving skills and attention to detail.

Additional Expectations

• Maintain strict confidentiality regarding all sensitive matters.

• Ability to work independently and collaboratively in a fast-paced environment.
• Flexibility to adapt to changing priorities and manage multiple projects simultaneously.

Competencies:

Accountability

Adaptability

Applied Learning

Business Acumen

Collaboration

Customer Focus

Decision Making

Driving for Results

Initiating Action

Planning and Organizing

Technical/Professional Knowledge