Executive Administrative Assistant II

Infrastructure Engineering•Indianapolis, IN

1d•Onsite

About The Position

Infrastructure Engineering Inc. (I E I), a leading civil engineering firm recognized for quality, responsiveness, and Prime consulting excellence, has an exciting opportunity for an experienced Executive Administrative Assistant II (EA-II) to join our growing team. I E I cultivates various types of engineering projects from conception and planning through implementation. We're civil engineers - a diverse and experienced team excited by project challenges that tap into our passion for solving problems. The EA-II to the Chief Executive Officer and President serves as a strategic business partner and key liaison for both offices with the leadership team, staff, clients and other external stakeholders. While this position works primarily with the executive offices of CEO and President, it also provides support to the Board of Directors and executive leadership when necessary. EA-II provides comprehensive executive-level support to the Chief Executive Officer & President, managing complex schedules, Board of Directors coordination, Infrastructure Engineering Foundation (IEF) coordination, confidential communications, and strategic initiatives. This role serves as an extension of the CEO and President’s office, helping to maximize their effectiveness, efficiency, and impact across the organization by reducing administrative and coordination burden. This role requires high level of professionalism, executive presence, judgment, and discretion, as well as the energy and resilience to manage a dynamic workload and evolving business priorities. This role is typically in a fast-paced environment, where schedules, priorities, and decisions may shift based on evolving business needs. This role requires being in office minimum of four (4) days a week. Join us on this exciting journey as we continue to build a company based on Integrity, Excellence, and Ingenuity!

Requirements

Bachelor's degree preferred; equivalent combination of education and experience considered
Minimum 7-10 years of progressive executive assistant experience, with at least 3-5 years supporting C-Suite executives
Demonstrated experience working directly with CEO, President and or Board of Directors, including meeting coordination, materials preparation, and confidential governance matters
High proficiency in Microsoft Office Suite.
High proficiency with collaboration tools and client relationship management systems.
Strong technological aptitude and ability to quickly master new platforms

Nice To Haves

Professional certification (CAP, PACE, or similar) valued but not required
Experience in professional services, engineering, construction, or related industries strongly preferred
Familiar with Deltek (Vantagepoint) or similar platform is a plus

Responsibilities

Manage complex, frequently changing executive calendar with strategic prioritization of time commitments and coordinates travel arrangements with detailed itineraries
Serve as a primary point of contact for internal and external stakeholders seeking access to the CEO, and President exercising sound judgment in urgency/prioritizing and routing inquiries appropriately.
Facilitate communication flow and engagement between CEO, President, senior leadership and staff, as necessary.
Help maintain clear documentation of decisions, including rationale and timing, to support the CEO and President when revisiting “why/when/how” choices were made.
Coordinate cross-functional initiatives involving multiple department heads
Schedule and prepare for leadership team meetings and strategic planning sessions
Track leadership team action items and deliverables
Track and manage follow-up items arising from meetings, ensuring timely completion and clear communication of status.
Coordinate Board meeting logistics, including scheduling, materials preparation, and distribution
Prepare comprehensive Board packages with supporting documentation and background materials
Attend Board meetings to take minutes and manage action item tracking
Maintain Board calendar, committee schedules, and director communication
Handle confidential Board matters with appropriate sensitivity and discretion
Coordinate and prepare materials for leadership team meetings, Board meetings, IEI Foundation meetings, and executive sessions
Draft, edit, and finalize correspondence, presentations, and reports on behalf of the CEO and President.
Support special projects and initiatives as assigned by CEO and President.
Records, transcribes and distributes minutes of meetings
Maintains a variety of databases, files and lists Process expense reports and manage executive office budget
Supervises clerical and administrative staff
Coordinates the workflow of clerical and administrative staff as necessary
May greet visitors and direct them as required
May monitor inventory and order office supplies
May distribute incoming mail and packages
May assist with preparing outgoing mail and packages
Other duties as assigned