Executive Administrative Assistant II

Indianapolis, IN - USA

Monthly Salary: Not Disclosed

Posted on: 2 days ago

Vacancies: 1 Vacancy

Job Summary

Join us at the intersection of

INGENUITY & INCLUSION

About the Role

Infrastructure Engineering Inc. (IEI) a leading civil engineering firm recognized for quality responsiveness and Prime consulting excellence has an exciting opportunity for an experienced Executive Administrative Assistant II (EAA-II) to join our growing team. IEI cultivates various types of engineering projects from conception and planning through implementation. Were civil engineers - a diverse and experienced team excited by project challenges that tap into our passion for solving problems.

The EAA-II to the Chief Executive Officer and President serves as a strategic business partner and key liaison for both offices with the leadership team staff clients and other external stakeholders. While this position works primarily with the executive offices of CEO and President it also provides support to the Board of Directors and executive leadership when necessary.

EAA-II provides comprehensive executive-level support to the Chief Executive Officer & President managing complex schedules Board of Directors coordination Infrastructure Engineering Foundation (IEF) coordination confidential communications and strategic initiatives. This role serves as an extension of the CEO and Presidents office helping to maximize their effectiveness efficiency and impact across the organization by reducing administrative and coordination burden. This role requires a high level of professionalism executive presence judgment and discretion as well as the energy and resilience to manage a dynamic workload and evolving business priorities. This role is typically in a fast-paced environment where schedules priorities and decisions may shift based on evolving business needs. This role requires being in office minimum of four (4) days a week. Join us on this exciting journey as we continue to build a company based onIntegrity ExcellenceandIngenuity!

Essential Duties/Functions and Responsibilities:

*Manage complex frequently changing executive calendar with strategic prioritization of time commitments and coordinates travel arrangements with detailed itineraries

*Serve as a primary point of contact for internal and external stakeholders seeking access to the CEO and President exercising sound judgment in urgency/prioritizing and routing inquiries appropriately.

*Facilitate communication flow and engagement between CEO President senior leadership and staff as necessary.

*Help maintain clear documentation of decisions including rationale and timing to support the CEO and President when revisiting why/when/how choices were made.

*Coordinate cross-functional initiatives involving multiple department heads

*Schedule and prepare for leadership team meetings and strategic planning sessions

*Track leadership team action items and deliverables

*Track and manage follow-up items arising from meetings ensuring timely completion and clear communication of status.

*Coordinate Board meeting logistics including scheduling materials preparation and distribution

*Prepare comprehensive Board packages with supporting documentation and background materials

*Attend Board meetings to take minutes and manage action item tracking

*Maintain Board calendar committee schedules and director communication

*Handle confidential Board matters with appropriate sensitivity and discretion

*Coordinate and prepare materials for leadership team meetings Board meetings IEI Foundation meetings and executive sessions

*Draft edit and finalize correspondence presentations and reports on behalf of the CEO and President.

*Support special projects and initiatives as assigned by CEO and President.

*Records transcribes and distributes minutes of meetings

*Maintains a variety of databases files and lists

Process expense reports and manage executive office budget

*Supervises clerical and administrative staff

*Coordinates the workflow of clerical and administrative staff as necessary

*May greet visitors and direct them as required

*May monitor inventory and order office supplies

*May distribute incoming mail and packages

*May assist with preparing outgoing mail and packages

*Other duties as assigned

To be successful in this role

To be successful in this role you must operate as a trusted strategic partner who anticipates needs optimizes executive time communicates with confidence and discretion and represents the Office of the CEO and President with professionalism and sound addition you will have the following education experience and skills:

Education & Experience:

*Bachelors degree preferred; equivalent combination of education and experience considered

*Professional certification (CAP PACE or similar) valued but not required

*Minimum 7-10 years of progressive executive assistant experience with at least 3-5 years supporting C-Suite executives

*Demonstrated experience working directly with CEO President and or Board of Directors including meeting coordination materials preparation and confidential governance matters

*Experience in professional services engineering construction or related industries strongly preferred

*Proven track record of managing complex high-volume calendars and competing priorities

Technical Skills

*High proficiency in Microsoft Office Suite.

*High proficiency with collaboration tools and client relationship management systems.

*Strong technological aptitude and ability to quickly master new platforms

*Familiar with Deltek (Vantagepoint) or similar platform is a plus

Benefits and Perks:

*Highly Competitive Salary and Bonus Opportunities

*Medical Dental and Vision Benefits

*Personal Paid Leave (Paid Time-Off)

*Paid Parental Leave

*Paid Holidays

*Life Insurance

*Short and Long-term Disability Program

*401K Program with Employer Match

*Profit Sharing Opportunity

*Employee Assistance Program

*Employee Bonus Referral Program

*Employee Appreciation Programs

*Employer Sponsored Recognition Events

*IE University- Degree Seeking Programs and Certifications

*Professional Development and Training Programs

*Tuition Reimbursement/Conference and Training

*Philanthropic Outreach and Volunteer Opportunities

*Opportunity to share ideas and express your point of view

*You are welcome to be your authentic self

Physical Demands

The physical demands described here represent those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. While performing the duties of this job the employee is frequently required to sit for long periods of time and talk and hear. The employee is frequently required to stand and walk; and use hands to fingers. This job includes close vision distance vision color vision and the ability to adjust and focus including looking at computer screens office equipment and handheld technological devices such as cellular phones tablets etc. and typing on keyboards and repetitive hand and arm movements. While performing these duties the employee may occasionally handle or feel objects tools or controls; reach with hands and arms; and grasp using hands and fingers for small objects; bend at the waist and/or stoop or kneel. The employee may lift and/or move up to 20 pounds and occasionally lift and/or move up to 30 pounds.

Working Conditions

Usually work in an office setting 32-40 hours per week in a cubicle and/or open office space
Usually work a standard 40-hour work week
Sometimes required to work extra hours including weekends to attend IEI related events and meetings and keep up with unexpected situations impacting the wellbeing of the Firm and/or operations of the Administrative Department
May travel to locally for meetings conferences training etc. as well as to other IEI Markets as requested

Work Environment

The work environment characteristics described here represent those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. The noise level in the office work environment is usually minimum to moderate.

Equal Opportunity & Accessibility Commitment

Infrastructure Engineering Inc. is committed to ensuring equal employment opportunity and full inclusion for individuals with disabilities.

If you are an individual with a disability and require a reasonable accommodation to complete any part of the application process participate in an interview or otherwise engage in the recruitment process please contact our Human Resources department at or email .

Accommodation is available upon request and will be provided in a manner that is consistent with applicable laws and our commitment to equal opportunity.

Applicants must be authorized to work for ANY employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa currently.

Required Experience:

Junior IC

Join us at the intersection ofINGENUITY & INCLUSIONAbout the RoleInfrastructure Engineering Inc. (IEI) a leading civil engineering firm recognized for quality responsiveness and Prime consulting excellence has an exciting opportunity for an experienced Executive Administrative Assistant II (EAA-II) ...