Executive Administrative Assistant II

Infrastructure Engineering•Indianapolis, IN

3d•Onsite

About The Position

Infrastructure Engineering Inc. (IEI), a leading civil engineering firm, is seeking an experienced Executive Administrative Assistant II (EAA-II) to support the Chief Executive Officer and President. This role acts as a strategic business partner and liaison for the executive offices, the leadership team, staff, clients, and external stakeholders. The EAA-II will also provide support to the Board of Directors and executive leadership as needed. The position requires a high level of professionalism, executive presence, judgment, and discretion, with the ability to manage a dynamic workload in a fast-paced environment. This role requires a minimum of four days a week in the office.

Requirements

Bachelor's degree preferred; equivalent combination of education and experience considered.
Professional certification (CAP, PACE, or similar) valued but not required.
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.
Experience in professional services, engineering, construction, or related industries strongly preferred.
Proven track record of managing complex, high-volume calendars and competing priorities.
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.
Familiar with Deltek (Vantagepoint) or similar platform is a plus.
Must be authorized to work for any employer in the U.S. Sponsorship is not available.

Responsibilities

Manage complex, frequently changing executive calendars with strategic prioritization of time commitments and coordinate 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.
Help maintain clear documentation of decisions, including rationale and timing.
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.
Record, transcribe, and distribute minutes of meetings.
Maintain a variety of databases, files, and lists.
Process expense reports and manage executive office budget.
Supervise clerical and administrative staff.
Coordinate the workflow of clerical and administrative staff as necessary.
Greet visitors and direct them as required.
Monitor inventory and order office supplies.
Distribute incoming mail and packages.
Assist with preparing outgoing mail and packages.
Perform other duties as assigned.