Executive Assistant to CEO
Location: Carmel, Indianapolis, IN
Job Type: Full-time
Work Location: In Person
Role
We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to provide direct support to the CEO. This role requires someone who can manage executive schedules, handle confidential information, oversee administrative operations, and assist with bookkeeping and finance-related tasks.
The ideal candidate is a self-starter who thrives in a fast-paced environment, has excellent organizational skills, and possesses a strong understanding of accounting, bookkeeping, and business administration.
Key Responsibilities
- Executive Support
- Manage the CEO's calendar, appointments, meetings, and travel arrangements.
- Screen phone calls, emails, and correspondence.
- Prepare meeting agendas, presentations, reports, and business documents.
- Take meeting minutes and follow up on action items.
- Handle confidential information with professionalism and discretion.
- Coordinate communication between internal teams, vendors, and external partners.
Administrative Duties
- Maintain office files and business records.
- Organize company documents and digital records.
- Assist with contract preparation and document management.
- Order office supplies and coordinate with vendors.
- Support daily office operations and special projects.
- Track deadlines and ensure timely completion of assigned tasks.
Bookkeeping & Finance
- Maintain financial records and bookkeeping using accounting software.
- Process invoices, receipts, reimbursements, and expense reports.
- Reconcile bank and credit card statements.
- Assist with accounts payable and accounts receivable.
- Prepare financial summaries and reports for management.
- Support payroll coordination when required.
- Coordinate with external accountants during month-end and year-end closing.
- Maintain accurate financial documentation and records.
Qualifications
- Bachelor's degree in Business Administration, Accounting, Finance, or a related field preferred.
- Minimum 1+ years of experience as an Executive Assistant, Administrative Assistant, or Office Manager supporting senior leadership.
- Experience with bookkeeping and accounting processes.
- Strong understanding of accounting principles and financial reporting.
- Proficiency in Microsoft Office (Excel, Word, Outlook, PowerPoint).
- Experience with QuickBooks or similar accounting software is preferred.
- Excellent written and verbal communication skills.
- Strong organizational and multitasking abilities.
- Ability to work independently and prioritize competing tasks.
- High level of professionalism and confidentiality.
Preferred Skills
- Knowledge of budgeting and expense tracking.
- Experience coordinating with vendors and service providers.
- Strong analytical and problem-solving skills.
- Excellent attention to detail.
- Ability to manage multiple projects simultaneously.
- Comfortable working directly with executives in a dynamic business environment.
Work Location
In Person
Carmel, Indiana
Pay: $60,000.00 - $85,000.00 per year
Work Location: In person
