Executive Assistant

Confidential Position Summary

Our client, a well-established manufacturing and engineering organization located on the west side of Indianapolis, is seeking an experienced Executive/Administrative Assistant to support key leadership and assist with day-to-day office operations. This highly visible position will play an important role in coordinating administrative activities, supporting internal relationships, and ensuring a professional and efficient office environment. The ideal candidate will bring strong organizational skills, sound judgment, discretion, and the ability to manage multiple priorities in a fast-paced business environment.

ROLE DESCRIPTION

Provides general administrative and office support to ensure efficient day-to-day operations. This position supports internal teams, coordinates office activities, and assists with various administrative and operational needs. The successful candidate will demonstrate professionalism, discretion, strong organizational skills, and the ability to manage multiple priorities in a fast-paced environment.

ESSENTIAL JOB FUNCTIONS

• Serve as a primary point of contact for visitors, callers, and vendors, providing a professional and welcoming experience.
• Answer and direct incoming calls, take messages, and respond to general inquiries.
• Coordinate calendars, meetings, travel arrangements, and related logistics.
• Prepare, format, and maintain documents, reports, and presentations.
• Perform general administrative duties, including filing, scanning, copying, and document management.
• Receive, organize, and distribute incoming mail, packages, and deliveries.
• Maintain an organized and professional office environment.
• Monitor office and breakroom supplies and coordinate replenishment as needed.
• Assist with meetings, events, and visitor arrangements.
• Support expense reporting and other administrative processes.
• Respond to requests from multiple departments and provide administrative assistance as business needs require.
• Perform other related duties as assigned.

MINIMUM QUALIFICATIONS, EDUCATION AND EXPERIENCE

• High School Diploma or GED required; associate degree, administrative certification, or equivalent experience preferred.
• Minimum of three years of administrative, office coordination, or executive support experience.
• Proficiency with Microsoft Office applications.
• Experience coordinating meetings, travel arrangements, and office logistics preferred.

REQUIRED SKILLS AND ABILITIES

• Ability to work effectively in a fast-paced, changing environment.
• Strong organizational skills and attention to detail.
• Excellent verbal and written communication skills.
• Professional interpersonal skills and the ability to interact effectively with employees, visitors, and vendors.
• Ability to manage competing priorities and support multiple departments.
• Demonstrated discretion when handling confidential or sensitive information.
• Dependable, punctual, and flexible, with the ability to work additional hours when business needs require.