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Executive Assistant to the CEO

Company: Company Confidential
Location: Indianapolis
Posted on: June 25, 2022

Job Description:

Mission

  • The American Dairy Association Indiana (ADAI) is focused on making dairy a confident and regular part of the healthy diets of Hoosiers.Vision
    • Dairy farmers deserve a strong voice because, in Indiana, it's not just dairy, it's our dairy, our community, they're our farmers. By using decades of combined experience, ADAI aims to help the future of Indiana dairy thrive.
      Position Summary:The Executive Assistant must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.The Executive Assistant will provide administrative support to the CEO. Support includes:
      • Handling confidential information with integrity and discretion
      • Overseeing meeting logistics with the Board and external stakeholders
      • Multitasking and communicate effectively with individuals at all levels of the organization
        Roles & Responsibilities:
        • Coordinate CEO's travel arrangements as appropriate. Occasionally travel with CEO to meetings and/or conferences.
        • Screen and prioritize CEO's mail and phone calls as appropriate. Assist CEO with budget preparation as appropriate.
        • Communicate with the board of directors to schedule board meetings with the CEO. Send information for review to the meeting, coordinate catering, take notes during the meeting and distribute notes after the meeting.
        • Coordinate information to employees regarding employee benefits packages including insurance plans as appropriate. Facilitate onboarding of new staff members.
        • Provide general administrative duties: taking phone inquiries, filing and photocopying documents and arranging conference calls. Transcribe notes from the CEO, type letters and general correspondence, proof documents and prepare reports.
        • Negotiate with suppliers, purchase supplies, maintain leased equipment and manage stockroom. Assist with general space planning and the oversight of office leases.
        • Assist with general space planning and the oversight of office leases. Responsible for regular office supply inventory, purchase and restocking
          Competencies, Skills, Abilities, and Behaviors:
          • Attention oriented: Able to interpret and demonstrates an excellent attention to detail.
          • Plans and Organizes: Plans and organizes own work to meet expectations of team members and support team priorities. Takes into account fluctuating needs and requests works with team on contingency plans if deadlines cannot be met.
          • Prioritizes Tasks: Ability to shift attention between multiple activities and competing demands, and to manipulate the order of tasks by importance.
          • Communicates Effectively: Ability to deliver verbal and written information in a clear, concise manner to ensure comprehension and achieve desired results.
          • Demonstrates Professionalism: Ability to take personal responsibility for job action and performance, comprehend and perform job responsibilities, and adhere to American Dairy Association- Indiana policies and procedure.
          • Embodies Grit / Resilience: Able to remain calm in emotionally charged situations. Accepts constructive feedback in a positive manner and can cope with setbacks.
          • Trustworthy: Able to handle confidential/sensitive information and use discretion when communicating sensitive information to coworkers and/or external stakeholders
            Education, License, Certification, Experience & Languages:
            • Minimum Education: Associate degree- Required
            • Bachelor's Degree in business administration or equivalent from an accredited college or university- Preferred
            • 5+ years of experience providing administrative support for senior executives- Required

Keywords: Company Confidential, Indianapolis , Executive Assistant to the CEO, Executive , Indianapolis, Indiana

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