Executive Assistant

Job Overview

This Executive Assistant role sits at the center of a busy professional operation in Indianapolis, IN. You're the person who makes sure the day runs smoothly, that schedules don't collide, and that nothing slips through the cracks. It's a job for someone who thrives on organization and can handle a bit of controlled chaos. The environment is fast moving, but you'll set the pace with your prep work and attention to the small stuff that actually matters.

Think of this as the operational backbone for a leadership team. You'll manage the calendar, handle the inbox overflow, and coordinate travel that makes sense logistically. It's not just about taking notes; it's about anticipating what's needed before anyone asks. You'll be in a role where your judgment and discretion are relied on daily.

Duties & Responsibilities

• Manage a complex calendar across multiple time zones. You'll schedule meetings, resolve conflicts, and ensure the boss knows where they need to be.
• Handle incoming email and communications. You'll triage what's urgent and draft responses that keep things moving without needing revisions.
• Coordinate travel arrangements. Flights, hotels, ground transport; you'll make sure every trip is seamless and the itinerary is clear.
• Prepare documents and presentations. You'll format reports, create slide decks, and ensure all materials are polished before they leave your desk.
• Support project follow ups. You'll track action items from meetings and nudge people so deadlines don't slide.
• Handle basic expense reporting and invoice processing. You'll keep the paperwork organized and submitted on time.

Requirements

You've got at least two years of experience in an administrative or executive support role. That's the baseline. You're comfortable with Microsoft Office; Outlook, Word, Excel, PowerPoint especially. Google Workspace experience is a plus, but not a dealbreaker if you can learn fast.

On the soft skills side, you're clear and direct in your communication. You don't need to be told twice. You handle confidential information without a second thought; discretion here isn't optional, it's expected. You're organized to the point where your systems make sense to someone else if you're out sick. A bachelor's degree is preferred, but solid experience can offset that.

What It's Like in This Role

You'll work out of an office in Indianapolis, IN. Most days are in person, though occasional flexibility exists depending on the week. The team is small but tight; you'll report directly to a senior leader and interact with department heads regularly. There's no micromanaging here. You're trusted to own your workflow and figure out the best way to get things done.

The tools you'll use include a shared calendar system, a cloud document platform, and sometimes a project management app like Asana or Trello. The pace fluctuates. Some weeks are calm and organized. Others throw curveballs; a last minute client meeting, a flight change, a crisis that needs handling. That's where you step in and make it look easy.

Why You'll Like This Opportunity

The role offers real variety. You're not stuck doing the same thing every day; one week you're planning an offsite, the next you're streamlining a reporting process. It's a chance to build deep organizational skills that transfer to any industry. You'll also get exposure to strategic conversations and decision making, which is great if you're looking to grow into a higher level operations or chief of staff role down the line.

Employers in Indianapolis, IN appreciate someone who can step in and own the administrative load without constant direction. That kind of reliability gets noticed and opens doors. And because you're working through a job board, you've got access to a variety of companies; startups, established firms, nonprofits; so you can find the right fit for how you like to work.

Schedule & Work Type

This is a full time position. The standard schedule runs Monday through Friday, with core hours roughly 8:30 AM to 5:30 PM. Outside of those hours, occasional flexibility may be needed for early calls or late meetings. Onsite presence is the primary arrangement, though some employers offer hybrid options after a probation period. Remote only arrangements are not expected for this role.

How to Apply

Click the Apply Now button to review the full listing and submit your application. That link will take you directly to the employer's own hiring page. If a direct link isn't available, you'll see similar open Executive Assistant roles in Indianapolis, IN to browse instead.

Disclaimer

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Equal Opportunity

All qualified applicants will receive consideration without regard to race, color, religion, sex, national origin, disability, or veteran status. Employers on JobXi are committed to inclusive hiring practices.