Our client, a vertically integrated real estate development, construction, property, and investment management firm based in Indianapolis, IN, has engaged us to place a highly professional, sophisticated, polished, proactive, tech savvy, detail & service oriented individual in the role of Executive / Personal Assistant (EPA) to the Founder & CEO (UHNW individual) . This role is approximately 80% business, 20% personal support (can shift to approx. 75% / 25% seasonally). The EPA will provide comprehensive administrative & strategic support, while ensuring efficiency of the organization’s mission, vision, and values, allowing the CEO to focus on moving the company’s goals & initiatives forward. Responsibilities will include a broad range of scheduling, streamlining communication, anticipation of needs, tasks & solving challenges. The EPA acts as a trusted partner, ambassador & extension of the CEO, providing upmost professionalism, confidentiality & customer service both internally & externally. This is a great, long-term opportunity (for the right fit!). Potential for relocation assistance. Minimal domestic travel up to 10%.
- Please do not contact our client directly.
The ideal candidate has a strong business acumen, imagination, creativity, no task it too small attitude, figure-it-out mentality, high energy, dedicated work ethic, high personal standards of integrity, is confident, courteous, resourceful, driven, diligent, forward-thinking, and a go-getter! A smart self-starter with a keen interest to learn the inner workings of the business, an ability to seamlessly multi-task & identify priorities, build / maintain relationships, and work well independently & as a team, is essential in this role.
Hours : 8 / 9am-5 / 6pm (M-Th) & 8 / 9am-3pm (Fri). Additional flexibility / availability is needed to receive communications & provide support outside of normal business hours (including evenings / weekends), responding to urgent needs immediately, & prioritizing others accordingly. This is an on-site role w / potential for some occasional remote days (after first 90 days) when the President / CEO is traveling.
Location : Indianapolis, IN
About the Company :
Founded in 1984, (client) is a fully integrated real estate investment firm, managing a portfolio of over $3 billion of real estate for its own account & institutional partners. Based in Indianapolis, they have over 400 employees across nine states and counting. At (client), an entrepreneurial spirit, creativity, and passion blend with unparalleled industry expertise and management systems to deliver exceptional results.
Essential Qualities :
Organizational expertise : Manage complex schedules, prioritize tasks efficiently, and maintain readily accessible information for quick decision-making; Ability to juggle multiple priorities & manage high volumes of work efficiencyTech Savviness : Strong grasp of office productivity tools & the ability to learn new software quickly. Proficiency in tools like progressive efficiency software, such as Microsoft Office & Google Workspace, with the ability to troubleshoot & stay updated on emerging technologiesCalm Under Pressure : Maintain composure in high-stress situations, effectively handling urgent & unforeseen challengesAmbassadorship : Represent the CEO and the organization professionally, embodying their goals, values & mission in all interactionsTrustworthiness : Handle sensitive & confidential information with the utmost discretion & integrity; High level of empathy, discretion, and professionalism when handling sensitive situations & building relationshipsExcellent Communication Skills : Serve as a spokesperson for the CEO, building relationships with internal and external stakeholders through empathy and emotional intelligence; Excellent verbal and written communication skills, with the ability to engage with a diverse audienceProactive Problem Solving : Anticipate needs, identify potential challenges, and implement solutions before issues arise. Skilled in anticipation and addressing these challenges proactively and creativelyQuick Thinking : Make sound, autonomous decisions in high-pressure situations, utilizing creative problem-solving skillsNegotiation Skills : Secure optimal outcomes with vendors, service providers and other stakeholders to benefit the CEO and the organizationProject Management Experience : Organize and execute events, meeting & team-building activities, ensuring efficiency & alignment with organizational goalsAnalytical Thinking : Evaluate complex situations and make informed decisions, contributing to strategic discussions and initiatives. Capable of identifying solutionsLeadership & Team Collaboration : Act as a liaison between executives & team members, fostering collaboration and guiding others with insight and directionAdaptability : Embrace change, continuously refine processes, and maintain flexibility in an ever-evolving work environment; Comfortable with shifting priorities & dynamic environments while maintaining effectivenessCommitment to Learning : Demonstrated interest in professional development, staying informed about industry trends & tools to enhance effectivenessEssential Functions Include (not limited to) :
Act as a gatekeeper and liaison, providing a bridge for smooth communication between the CEO and internal / external contactsProactively manage complex calendars, appointments & scheduling across professional and personal domains, ensuring seamless coordination, prioritizing the most time sensitive matters as scheduling conflicts & last minute requests arise, and ensuring all documents are prepared in advance of meetingsManage CEO’s email inbox to assist CEO w / organization, time effectiveness, handling emails that don't require his attentionCoordinate all travel for CEO (flights, cars, car service, hotels, etc.); including coordinating international travel for CEO & Fund Team members; Provide scheduling & travel coordination for CEO & family for personal trips; Coordinate travel (air & hotel) for out of town guestsWork closely with the CEO to keep him well informed of upcoming commitments & responsibilities, following up appropriatelyBuild / maintain professional relationships with CEO’s personal & professional contactsPrepares, mails, or delivers correspondence including email, letters, memos, forms, policies, procedures, & confidential informationManage all CEO conference and / or virtual callsAttend meetings as needed, create agendas, take meeting notes, & create action items to ensure that follow-through & accountability are maintainedComplete corporate projects as requested by CEOOpen CEO office each day (lights on, computer logged in, paper in printer, ice & water full, wipe down phone, refrigerator, desk, table as needed)Participate on internal committees as requested or neededPrioritize inquiries & requests while troubleshooting conflicts, & make judgments & recommendations to ensure smooth day-to-day engagementsAssist team as requestedMaintain office supply inventory including refreshments for CEOManage CEO contact database from entry to cleanupCreate monthly anniversary notes from CEO to employeesDraft memos to hotel general managers regarding monthly action itemsManage CEO expense reports & approve expense reports for CEO direct reportsMaintain bio packages & order OM packages as needed or requestedMaintain the company’s & CEO’s memberships & subscriptions databaseLiaison between IT & CEO for company equipment (i.e.cell phone, computer)Maintain corporate tickets, entertainment - Colts tickets account, IMS ticketsManage corporate & hotel art database / didactics / shipping / installation / invoices; Coordinate art insurance with appropriate team membersAssist on development RFP packages as necessaryCoordinate document signing / notarizing as requestedHelp to maintain & add to Juniper databaseAssist other team members on annual meeting; Assist other team members on the grand opening of hotels or other company projects : Assist w / planning or preparation of corporate or Foundation events as requestedProvide personal assistance for CEO’s appointments (car service, house vendors, medical & other personal appointments, etc.)Liaison for cell phone & other IT needs for CEO / Family & residencesOther duties as assignedExperience / Education :
Bachelor’s degree (highly desired)5+ years experience as an Executive Assistant or similar role supporting senior leadership in a fast-paced environment; 2+ years experience directly supporting C-Suite executives (ideal)Tech savvy; Proficiency in Microsoft Office Suite & Google Workspace; experience in the preparation of presentations & visuals collateral (building from scratch & using templates); comfortable working on Macs & PCsCompensation / Benefits :
Base Salary : $100-$125k + 10% discretionary company performance based annual bonusBenefits include : M / D / V, 401(k), PTO + paid holidays, Short / Long term disability, Life / AD&D, cell phone stipend, & moreAdditional perks : Available snacks / coffee / purified water station, in house gym & shower, bike-share equipment available, bi-weekly corporate events (lunch, happy-hours, bring your pets to work, company events, employee week / day events, Administrative Professional Day, & employee discount programs (wide range of categories)Successful completion of reference, background checks & drug screen are required prior to employmentNote : We appreciate your interest in this opportunity & review all submissions. Candidates of interest will be contacted via email w / a questionnaire to further assess potential fit / next steps. All others will have their resume kept on file for consideration of other opportunities.
TMH, LLC & our Clients provide equal opportunity employment, and don’t discriminate w / recruitment of candidates or employment on the basis of race, color, religion, gender, sexual orientation, age, national origin, marital status, disability, military / veteran status, or any other status protected by federal or state law or local ordinance.
