Job Openings

Executive Assistant

Job ID: BH499322

Category: Executive Assistant

Specialty: Administrative

This is a high-level support role of a key executive. The responsibility of this position is to assist with the day-to-day affairs of running the Information Services department, and full administrative support to the General Counsel. 

PRINCIPAL RESPONSIBILITIES:

· Managing an active calendar: scheduling meetings, resolving schedule conflicts, and blocking time for routine items, including focus time.

· Email management: Attention to critical items, responding to emails at manager request or when possible, without manager direction; ensuring emails are assessed to avoid missed expectations on inbound emails; preparing draft emails upon request.

· Proactively identifying meeting preparation needs, often with deadline pressures.

· Working closely and effectively with the General Counsel to keep well informed of upcoming commitments and responsibilities through a daily status meeting.

· Communicating on behalf of the General Counsel, as necessary.

· When needed, participating directly in meetings and following up with the relevant parties.

· Assisting with the administrative needs of the PMO, Application Support, Infrastructure, Property Revenue, and Customer Support areas. · Maintaining tracking spreadsheets for various departmental processes.

· Arranging travel plans for multiple travelers and preparing travel itineraries and agendas.

· Developing PowerPoint presentations, ensuring content and layout is consistent.

· Assisting with the hiring process for contractors by preparing an interview tracker, scheduling interviews, and maintaining a positive agency/client relationship.

· Coordinating contractor and consultant onboarding.

· Preparing and processing expense reports in a timely manner.

· Serving as the General Counsel’s administrative liaison with other departments for IT matters.

· Managing department office supplies.

· Coordinating department special events.

· Planning and organizing internal/external meetings: ordering catered meals for working lunches with vendors, coordinating facilities, and preparing and distributing materials.

· Screening phone calls and directing them as appropriate.

· Supporting office equipment such as copier, printer, and scanner (Multi-function Devices).

· Miscellaneous duties as assigned.

MINIMUM QUALIFICATIONS:

· Minimum 2-5 years of supporting a CEO or legal admin experience.

· Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), preferably in the Microsoft 365 cloud products. Experience with Teams, OneDrive, SharePoint, and Vizio would be a plus.

· Communicates honestly, openly, and consistently. Respects confidentiality of both corporate and personal information.

· Encourages a positive rather than negative viewpoint.

· Maintains the highest standard of personal conduct in performing all duties.

· Ability to proof content, and check for accuracy and consistency of data.

· Strong attention to detail.

· Strong ability to multi-task.

· Well prepared and organized. Fulfills all responsibilities and action items in a purposeful way.

· Can be relied upon to get the job done. No surprises.

· Proactive rather than reactive. Able to avoid mistakes that could/should be anticipated.

· Confident and assertive. Comfortable in a room with all levels of executives

· Professional appearance and manner that always represents the department well.

· Communicates effectively through a broad range of written media such as email, reports, and other informational documents.

The Planet Group of Companies is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Type: Direct

Location: Indianapolis, Indiana