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Senior Executive Assistant

2 months ago

Indianapolis, Indiana, United States Kodiak Solutions Full time

Senior Executive Assistant & Office Management Specialist

Kodiak Solutions is in search of a highly skilled, full-time Senior Executive Assistant & Office Management Specialist who thrives in a dynamic, rapidly evolving environment. This position will be integral to our operations and will provide essential support to the Executive Team as designated. Additionally, this role will oversee daily office functions to ensure seamless operations.

PRIMARY RESPONSIBILITIES

  • Maintain a precise and comprehensive calendar for the executives, manage incoming scheduling requests, rearrange meetings as necessary, communicate changes proactively, and anticipate scheduling conflicts.
  • Exhibit adaptability in managing tasks and proactively prioritize assignments across the executives supported.
  • Coordinate both internal and external meetings for the executives, including logistical and substantive preparations for events held in the office.
  • Oversee all travel arrangements and scheduling for the executives.
  • Monitor and reconcile monthly credit card statements and ensure timely submission of expense reports.
  • Facilitate consistent and efficient communication with other executive assistants throughout the organization; demonstrate professionalism and discretion under pressure while handling sensitive matters with sound judgment.
  • Manage office operations, including ordering and stocking supplies, processing mail and shipments, answering calls, welcoming visitors, and supporting local meeting requirements.
  • Address routine maintenance needs within the office environment as required.
  • Report building and property management issues to the appropriate personnel.
  • Assist in planning and managing office events, including off-site gatherings.

ESSENTIAL QUALIFICATIONS:

  • 8+ years of experience in an Executive Assistant capacity
  • 2+ years in an Office management and support role

Proficiency in Microsoft Office Suite, particularly in Word, PowerPoint, and Excel.

  • Ability to maintain confidentiality regarding sensitive information and adhere to relevant information security protocols.

KEY ATTRIBUTES FOR SUCCESS

  • Proven ability to engage collaboratively with team members in a hands-on manner.
  • History of success in influencing a fast-paced, multi-unit organization at various levels.
  • Capability to manage multiple tasks simultaneously with proactive follow-up.
  • Excellent verbal and written communication skills.
  • Strong organizational and planning abilities.
  • Familiarity with Concur for travel planning and expense management is preferred.
  • Experience in a high-growth company is advantageous.