Executive Assistant to Chief Executive Officer

2 days ago

Indianapolis, United States Clarity Recruiting Full time

Executive Assistant

Our client, a leader in media entertainment and podcast production, is seeking an experienced and proactive Executive Assistant to provide high-level administrative support to the CEO and Founder. This role requires exceptional organizational skills, the ability to handle confidential information with integrity, and the capacity to anticipate the needs of the executive team. As the Executive Assistant, you will play a critical role in managing schedules, coordinating meetings, and ensuring efficient communication across departments, contributing to the smooth operation of our fast-paced, high-growth environment.


What You’ll Do:

  • Calendar Management: Oversee complex calendars for the C-suite executives, ensuring effective time management by scheduling meetings, handling reschedules, and proactively managing conflicts.
  • Meeting Coordination & Preparation: Organize and prepare for meetings, including gathering agendas, compiling necessary documents, and coordinating with participants. Take meeting minutes and track follow-up tasks to ensure action items are completed.
  • Travel Arrangements: Manage all travel logistics for the C-suite executives, including booking flights, accommodations, and ground transportation, as well as preparing detailed travel itineraries.
  • Communication Liaison: Act as a point of contact between the C-suite leaders and internal/external stakeholders. Screen and prioritize emails, phone calls, and other correspondence, responding on behalf of executives as needed.
  • Draft and edit high-quality internal and external communications, including email correspondence, slack messages, and company-wide updates on behalf of the executives.
  • Summarize key outcomes and updates from meetings to communicate to staff effectively and concisely.
  • Written Communication & Documentation:
  • Regularly draft and disseminate executive-level updates, summaries, and reports to keep staff informed about company priorities, meeting outcomes, and strategic initiatives.
  • Prepare clear, concise, and professional materials for presentations, proposals, and meetings with internal and external stakeholders.
  • Ensure all written materials align with the company’s tone and communication style.
  • Project Support: Assist with special projects, research, and preparation of presentations or reports for executive meetings, board meetings, and other key company events.
  • Event Planning: Coordinate company and executive team events, including off-site meetings, team-building activities, and executive retreats.
  • Document Management: Organize and maintain confidential files, records, and documents, ensuring data security and accessibility.
  • Other Duties as Assigned: Take on additional responsibilities and projects as the company grows and priorities evolve.


Requirements:

  • 5+ years of experience as an Executive Assistant, preferably supporting C-suite executives in a fast-paced or media/entertainment environment.
  • Bachelor’s degree preferred, or equivalent experience.
  • Exceptional Organizational Skills: Proven ability to manage multiple priorities, deadlines, and complex schedules with efficiency and attention to detail.
  • Communication: Strong verbal and written communication skills, with the ability to interact professionally and effectively with team members and external contacts.
  • Proactive Problem-Solver: Anticipates the needs of executives and takes initiative to resolve issues before they escalate.
  • Confidentiality: High level of discretion and professionalism when handling sensitive and confidential information.
  • Tech Savvy: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Google Workspace, and familiarity with project management tools is a plus.
  • Adaptable & Flexible: Comfortable working in a dynamic environment with changing priorities, and capable of adapting to the unique culture of a creative media company.


This is a full time, in-peson position located in Indianapolis, Indiana.

Competitive base salary and bonus incentives

Comprehensive benefit plan

401(k) retirement plan with match

Paid time off

Team events and activities

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