Executive Assistant to the Chief Executive Officer

Wabash Valley Power Alliance • Indianapolis, IN

1d

About The Position

The Executive Assistant to the CEO provides high-level administrative and logistical support to ensure the efficient operation of the CEO’s office. This role is highly board-facing and requires exceptional professionalism, discretion, and attention to detail. The Executive Assistant supports CEO interactions with the Board of Directors, senior leadership, member systems, and external stakeholders.

Requirements

• A minimum of a high school diploma or equivalent required.
• 5+ years of related experience
• Demonstrated experience supporting board-facing activities or senior governance bodies
• Exceptional organizational, time management, and prioritization skills
• Strong written and verbal communication skills
• Proven ability to handle confidential information with discretion and professionalism
• Proficiency in Microsoft Office
• Demonstrated capabilities to learn and use other software as needed to process director expenses, maintain board portal, etc.

Nice To Haves

• Familiarity with board governance practices and meeting protocols
• Associate’s degree preferred. An equivalent combination of education and experience may be considered.

Responsibilities

• Handle sensitive and confidential information with the highest level of discretion
• Prioritize meeting requests for the President/CEO and maintains the calendar by planning and scheduling meetings, conferences, and travel.
• Coordinate meetings, prepare agendas, and assemble briefing materials
• Anticipate administrative needs and proactively resolve scheduling or logistical issues
• Conserve the CEO’s time by reading, researching, and routing correspondence, drafting letters and documents, collecting and analyzing information.
• Assist with the overall coordination, data gathering, analysis, and preparation of various reports and documents for the President/CEO and Board of Directors such as the monthly board meetings and Annual Board agendas and resolutions.
• Prepare and administers the annual budget for the Board of Directors and President/CEO.
• Provide administrative and office support for a wide range of daily activities including expense reports, meeting logistics, PowerPoint presentations, and interoffice communications, etc.
• Coordinate logistics for Board of Directors meetings, committee meetings, and retreats
• Prepare, compile, and distribute board materials in accordance with governance and confidentiality requirements
• Serve as a professional point of contact for board members on scheduling, meeting logistics, and information flow
• Maintain board calendars, contact lists, and document records
• Support follow-up and tracking of board-related action items as directed by the CEO
• Draft, edit, and proofread executive correspondence, presentations, and reports
• Manage incoming communications and route inquiries appropriately
• Ensure clear, timely communication between the CEO, board members, and internal stakeholders
• Coordinate executive-level meetings with internal departments and external partners
• Assist Communication Services team with developing and coordinating the monthly board meetings and the annual meeting of its members.
• Track meeting deliverables and ensure materials are prepared accurately and on time
• Support executive office processes and help maintain organized records and systems

Benefits

• We offer continuing education, flex time, health benefits, a 401(k) match and pension plan
• Wellness program that includes a payroll credit for medical insurance, an on-site fitness center for your convenience and extra vacation days for participating. We’ll even throw in a fitness device reimbursement to keep you on track!
• Our flexible schedule means you can work in your appointments or family events and maintain a comfortable work-life balance.
• We value employees who have a desire to learn, so we provide funds for continuing education. We also offer in-house training and ongoing development through our internal GROW program.
• When you work for us, you work in comfort. Blue jeans are the norm in our office, and we make them look good!
• We reward our employees with generous vacation time, to the tune of up to five weeks off a year. Even our new employees receive credit for prior work experience.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED
• Number of Employees: 51-100 employees