Executive Admin Assistant

NiSource•Merrillville, IN

2d•Onsite

About The Position

The Executive Administrative Assistant provides high-level administrative and project support to multiple executive leaders, ensuring priorities move forward efficiently and confidentially. This role manages complex calendars, travel, communications, meeting logistics, and expense/budget tracking while partnering with internal and external stakeholders to prepare materials, coordinate deliverables, and improve administrative processes.

Requirements

High school diploma or GED.
3+ years of recent executive administrative support, project coordination, or related experience.
Demonstrated organizational and time-management skills, with the ability to manage a high volume of work in a fast-paced environment and strong attention to detail.
Excellent written and verbal communication skills; able to communicate clearly, concisely, and professionally.
Strong interpersonal skills with the ability to build relationships; demonstrates tact, discretion, diplomacy, and sound judgment with internal and external stakeholders, including handling sensitive/confidential information.
Professional presence with a positive, service-oriented approach.
Ability to plan and coordinate work from concept through completion, including managing timelines, details, and follow-through.
Proficiency with Microsoft 365 applications (Word, Excel, PowerPoint) and Microsoft Teams.
Experience scheduling appointments and maintaining complex calendars.
Working knowledge of business document formatting (e.g., reports, correspondence, presentations).
Ability to work on-site/in the office in accordance with company policy.
High level of integrity and discretion in handling confidential information.

Nice To Haves

Associate or bachelor’s degree.
Familiarity with SAP and/or Salesforce.
4+ years of experience supporting executive-level leaders.
Certified Administrative Professional (CAP) (preferred).

Responsibilities

Support multiple executives with time management and complex calendar scheduling, including day-to-day and long-term coordination of meetings, projects, and priorities.
Schedule and coordinate meetings and travel, including prioritizing requests and communicating logistics and details to participants.
Balance competing priorities to manage workflow, ensure completion of critical projects, and meet deadlines.
Ensure executives are prepared for meetings by gathering materials, confirming attendees, and aligning agendas and expected outcomes.
Maintain budget records and provide regular status updates to executive leaders.
Process executive expenses in accordance with corporate guidelines and ensure timely submission and payment.
Partner with team members to collect, organize, and assemble information for presentations, projects, and strategic planning.
Manage phone, email, and mail inquiries on behalf of executive leaders; route, respond, and follow up as appropriate while maintaining confidentiality.
Collaborate as a team member by providing backup support as needed and actively supporting team and company goals.
Recommend, implement, and maintain administrative systems, procedures, and processes, including electronic and paper filing.
Create reports, spreadsheets, and charts/graphs by obtaining, compiling, and organizing data.