POSITION SUMMARY:
The Executive Assistant provides high-level strategic and administrative support to the Founder and CEO and Director of Operations across multiple organizations and business interests. This individual will serve as a trusted partner who protects the executive’s time, improves communication, anticipates needs, and ensures that important commitments are completed.
This position requires exceptional organization, discretion, emotional intelligence, sound judgment, and the ability to operate effectively in a complex, fast-moving environment. The ideal candidate is more than an administrative professional—they are a proactive strategic thinker who can recognize priorities, connect information across organizations, and help move important initiatives forward.
KEY RESPONSIBILITIES:
Executive and Calendar Management
- Manage a complex and frequently changing executive calendar.
- Prioritize meetings, appointments, and commitments according to organizational goals.
- Identify scheduling conflicts and resolve them proactively.
- Ensure the executive is prepared for meetings with appropriate agendas, background information, reports, and talking points.
- Protect time for strategic thinking, relationship development, family commitments, and high-priority initiatives.
- Confirm appointments and provide daily and weekly calendar reviews.
- Track commitments made during meetings and ensure appropriate follow-up.
Complex Travel Coordination
- Plan and manage complex domestic and international travel arrangements.
- Coordinate flights, hotels, ground transportation, reservations, meeting locations, and detailed itineraries.
- Anticipate travel risks, scheduling conflicts, time-zone differences, and contingency needs.
- Confirm all travel details before departure and communicate changes promptly.
- Maintain accurate travel preferences, loyalty-program information, and necessary documentation.
- Provide real-time support when travel plans change.
- Coordinate business and personal travel when schedules overlap.
Email and Communication Management
- Monitor, organize, and help manage the executive’s email inbox.
- Identify urgent, confidential, and high-priority messages.
- Categorize emails for response, delegation, follow-up, reference, or removal.
- Draft responses in the executive’s voice and obtain approval when appropriate.
- Ensure important emails are acknowledged and answered promptly.
- Track delegated requests to confirm that responsibilities are completed.
- Reduce unnecessary communication while ensuring the executive remains informed.
- Maintain strict confidentiality concerning business, employee, investor, and personal matters.
Strategic Support
- Understand the executive’s priorities, values, organizations, and long-term vision.
- Anticipate needs and identify potential issues before they become problems.
- Help translate ideas and conversations into actionable next steps.
- Gather information, conduct research, and prepare concise executive summaries.
- Connect related information across organizations, projects, and leadership teams.
- Assist with special projects, strategic initiatives, presentations, and executive communications.
- Evaluate incoming opportunities and requests based on urgency, importance, and alignment with established priorities.
- Provide thoughtful input, ask appropriate questions, and respectfully challenge assumptions when needed.
- Maintain a strategic follow-up system so that important initiatives continue moving forward.
Reporting and Accountability
- Confirm the timely submission of all required weekly, monthly, and quarterly reports.
- Review reports for completeness, consistency, accuracy, and missing information before executive review.
- Maintain a master reporting calendar with responsible parties and submission deadlines.
- Follow up with organizational leaders when reports are late or incomplete.
- Identify significant trends, concerns, missed goals, and unresolved action items.
- Prepare concise summaries highlighting the most important information requiring executive attention.
- Track commitments and action items resulting from report reviews.
- Maintain organized historical records so results and trends can be compared over time.
Meeting and Leadership Support
- Coordinate leadership meetings, board meetings, investor meetings, and other important gatherings.
- Prepare agendas and distribute materials in advance.
- Document decisions, assignments, deadlines, and responsible parties.
- Maintain appropriate follow-up systems to ensure accountability.
- Communicate professionally with employees, executives, investors, community leaders, and external partners.
- Serve as a reliable connection point between the executive and organizational leadership.
EMOTIONAL INTELLIGENCE EXPECTATIONS:
The Executive Assistant must demonstrate exceptional emotional intelligence and interpersonal awareness. This includes the ability to:
- Read situations and adjust communication appropriately.
- Build trust with leaders, employees, partners, and community stakeholders.
- Remain calm, professional, and solutions-oriented under pressure.
- Handle sensitive information and difficult conversations with discretion.
- Recognize when the executive needs additional information, space, preparation, or immediate support.
- Communicate with warmth while maintaining appropriate boundaries.
- Navigate different personalities and organizational cultures effectively.
- Exercise sound judgment regarding what should be handled independently, delegated, or elevated.
REQUIRED QUALIFICATIONS:
- Previous experience supporting a CEO, founder, owner, or senior executive.
- Demonstrated ability to manage complex calendars, travel, email, and competing priorities.
- Exceptional written and verbal communication skills.
- High emotional intelligence, discretion, and professional maturity.
- Strong critical-thinking, problem-solving, and decision-making abilities.
- Ability to manage confidential information with complete integrity.
- Excellent attention to detail and follow-through.
- Proficiency with Microsoft Office, Google Workspace, video-conferencing platforms, and modern productivity tools.
- Ability to learn new systems and use technology and artificial intelligence to increase efficiency.
- Willingness to work with flexibility when travel, meetings, or urgent matters require support outside normal business hours.
- Ability to work primarily from Carmel, Indiana.
PREFERRED QUALIFICATIONS:
- Five or more years of executive-support experience.
- Experience supporting an executive responsible for multiple organizations.
- Experience in real estate, construction, manufacturing, nonprofit leadership, investment, or community development.
- Experience reviewing operational or financial reports.
- Project-management or chief-of-staff experience.
- Bachelor’s degree or equivalent combination of education and professional experience.
MEASURE OF SUCCESS:
Success in this position will be demonstrated by:
- The executive’s calendar and travel are accurate, efficient, and aligned with priorities.
- Important emails and requests do not go unanswered.
- Meetings are well prepared, purposeful, and followed by clear action.
- Weekly, monthly, and quarterly reports are received, reviewed, and summarized on time.
- Commitments and delegated responsibilities are consistently tracked to completion.
- Leadership teams receive clear and timely communication.
- Potential problems are identified early.
- The executive has more time available for vision, strategy, relationships, and high-value decisions.
- Confidentiality, trust, and professional judgment are maintained at all times.
PHYSICAL REQUIREMENTS & WORKING CONDITIONS:
While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is occasionally required to stand; walk; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, and ability to adjust focus. The employee must be able to leave the office to perform specific job functions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
IDEAL CANDIDATE:
The ideal candidate is highly organized, emotionally intelligent, humble, confident, and deeply dependable. They enjoy bringing order to complexity and can move comfortably between detailed administrative work and strategic-level thinking. They take ownership, anticipate what is needed, and follow through without requiring repeated direction. This individual understands that supporting an executive is ultimately about creating clarity, protecting priorities, strengthening relationships, and helping multiple organizations accomplish their missions.
EQUAL EMPLOYMENT OPPORTUNITY:
Transformation Ventures is proud to be an Equal Opportunity Employer. We do not discriminate in any employment policies or practices on the basis of race, color, religion, age, sex (including pregnancy), national origin, marital status, gender identity, veteran/military service, disability, genetic information, sexual orientation, or any other characteristic protected by law.
This Job Description is not an all-inclusive list of your functions and tasks. Job functions may be added, deleted, or modified at any time by your management team. Receipt of this job description does not constitute a contract of employment.
Pay: $65,000.00 - $75,000.00 per year
Benefits:
- 401(k) matching
- Dental insurance
- Health insurance
- Vision insurance
Application Question(s):
- Please describe your experience supporting a CEO, founder, owner, or senior executive. Include the executive’s role, the length of time you supported them, and the types of responsibilities you personally managed.
Experience:
- Executive administrative support: 3 years (Required)
Work Location: In person
