Administrative Assistant/Executive Assistant IV

Administrative Assistant/Executive Assistant IV
Job Location: Indianapolis, IN 46204
Work Schedule: Hybrid (3 Days in office, 2 days remote)
Shift: 8 AM - 5 PM (Monday - Friday)

Additional Information:
When manager is in the office, this person will be in the office. Could be more in the office some days.
This is a Hybrid role with time being spent at the Primary Location of Indianapolis, IN (DBU Headquarters), but also a few days per month in Columbus (COM).

Short Description:
Acts as an extension of senior management ensuring a positive customer experience while being the representative of senior management to others. Provides administrative support and performs numerous duties, including scheduling, writing correspondence, emailing, overseeing visitors, routing callers and answering questions and requests.

Job Description:
We are looking for a talented Administrative Associate - Level IV - General Management to join our team specializing in General Management for our client facility in Indianapolis, IN.

In this role, you will make an impact in the following ways:
Serve as a trusted extension of senior management, ensuring a positive customer experience and representing leadership effectively across internal and external interactions.
Enhance executive efficiency by anticipating needs, proactively managing complex schedules, and coordinating seamless travel arrangements, expenses, and documentation.
Strengthen decisionmaking and communication by gathering, verifying, analyzing, and preparing highquality materials including memos, reports, presentations, speeches, and official communications.
Facilitate smooth, timely communication between senior management, employees, customers, media, vendors, and other external stakeholders.
Protect sensitive information by maintaining strict confidentiality and ensuring secure handling of executive files, records, and communications.
Support financial stewardship by monitoring, reviewing, and approving routine expenditures to maintain adherence to established budgets.
Demonstrate sound judgment by independently preparing documents, responding to correspondence and inquiries, coordinating meetings, and capturing and distributing accurate meeting minutes.
Contribute to team development by serving as a knowledgeable resource for colleagues with less experience and providing additional support to senior management as needed.

Qualifications and Competencies:
To be successful in this role you will need the following:
Strong communication skills to deliver clear, audiencespecific messages across multiple formats and ensure understanding at all levels.
A customerfocused mindset that builds productive relationships and consistently delivers solutions aligned with stakeholder needs.
The ability to hold yourself and others accountable, ensuring commitments are met and work is executed with reliability and integrity.
Effective planning and prioritization skills to align daily work with organizational goals and manage competing demands efficiently.
Proficiency in data analytics and data visualization to interpret qualitative and quantitative information, uncover meaningful insights, and present findings through compelling reports and dashboards that support datadriven decisions.

Education/Experience:
High school diploma or certificate of completion of secondary education or equivalent experience to the extent such experience meets applicable regulations.
Significant work experience and in-depth knowledge obtained through specialized training and relevant experience.

Key Attributes needed for this role:
Collaborative Mindset: Success in this role requires the ability to work seamlessly across teams and with senior leadership, fostering strong relationships and contributing to a cohesive, high-performing environment.
Strong Writing Skills: Clear, concise, and professional written communication is essential. Strong PowerPoint and Excel skills are needed in supporting global presentations and some basic data analysis.
Strong Organizational Skills and Attention to Detail: This role will require the selected candidate to be highly organized and capable of understanding and managing across many company dimensions. It is essential that the selected candidate is highly organized and capable of navigating and managing across multiple dimensions with precision and reliability to ensure the supported stakeholder maintains consistent communication and engagement with all other business partners.
Proactive Experience in Global Travel and Event Coordination: This role requires the selected candidate to have an experience and understanding for scheduling travel as the supported stakeholder will have intense and intricately coordinated travel.
Leadership Presence and Resilience: The Executive Assistant will be representing the supported Stakeholder across the organization. This will involve leading and coordinating with Executive Admins across business units to align on staff meetings, business reviews, travel priorities, and conflict resolution. The ideal candidate must be collaborative, confident, and composed—able to navigate a fast-paced environment.
Clear, Consistent, and Confidential Communication: Strong communication is critical to success in this role. The role requires comfort with regular engagement, including the ability to provide constructive pushback when necessary to support clarity and alignment.

Requirements for the position (candidate must have to be considered):
High School Diploma
5 years of stability at least
Past experience managing executives (5 years of experience)
Microsoft Office suite experience (comfortable using it)
Diverse Candidates

Preferences for position:
Bachelor’s Degree
Experience with AI tools or copilot

Interview process:
30 min zoom interview first and then would move to an onsite interview.

Compensation (for United States):
Please note that the salary range provided is a good faith estimate on the applicable range. The
final salary offer will be determined after considering relevant factors, including a candidate’s
qualifications and experience, where appropriate.

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