The Executive Assistant provides administrative support to the Indy Chamber President/CEO and additional C-Suite leaders. They serve as a liaison between with the Board of Directors and provide logistical support for Board and Committee meetings. By providing efficient, accurate, and timely support to executive leadership, the EA contributes to the Chamber’s goals by supporting relationship management, meeting scheduling and planning, revenue and expense reporting, and membership growth and engagement. 

The Executive Assistant is a visible representative of the Chamber in his/her role, particularly when representing the President/CEO and interacting with representatives of the Board of Directors. They must always display an exemplary manner of professionalism and be relied upon to maintain the highest degree of confidentiality.

Requirements

• Provide high-quality administrative support services.
• Creating error-free correspondence, both drafts and final versions.
• Keeping the President/CEO’s and C-level executives’ calendar of appointments and handling scheduling responsibilities, with proactive communication to ensure the President’s and other C-level executives’ attendance at required meetings and events.
• Assist with scheduling of other leadership team members as requested.
• Handling advance preparation for the President’s and C-level executives’ tasks and appointments.
• Fielding telephone calls and taking accurate and timely messages, etc.
• Coordinating the approval of purchase orders, invoices, and contracts with finance department.
• In coordination with Finance and the PAC, review and follow up on outstanding Board Member invoices
• Assist the operations team on all facility arrangements for meetings as requested.
• Coordinating special projects and activities as requested by the President and C-level executives.
• Support stakeholder experience team on board, council and committee related task as requested, including ensuring meetings are scheduled. 
• Collaborate with operations team on meeting arrangements, including meals, refreshments, etc.
• Other administrative duties as requested by C-level executives 

Preferred Qualifications

• 5+ years of experience in a role with comparable responsibilities, preferably supporting executive-level leadership. 
• Post-secondary education, business training, or professional certifications are preferred but not required; equivalent experience will be considered.
• Skilled user of Microsoft Office products (Outlook, Word, PowerPoint, etc.), SharePoint, and Microsoft Teams environment. Salesforce CRM experience a strong plus.

Preferred Competencies

• Proficiency in administrative and secretarial skills, including error-free correspondence, scheduling, office communication, and meeting coordination.
• Strong verbal, written, and email communication skills.
• Effective interpersonal and customer-service skills when working with internal and external stakeholders across diverse backgrounds and roles.
• Sound judgment with the initiative to think logically, anticipate issues, and proactively address problems.
• Strong organization, time-management, and prioritization skills; able to manage multiple requests and deadlines with minimal supervision.
• High attention to detail and accuracy, with the ability to work efficiently both independently and as part of a team. 

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