Executive Assistant

Hearst•Carmel, IN

9d•$76,000 - $85,000•Onsite

About The Position

First Databank (FDB) is seeking an Executive Assistant to the President. The role supports the President by managing executive operations, communication flow, meeting readiness, and high-priority business follow-through. The Executive Assistant will anticipate needs, protect the President’s time and priorities, prepare polished executive materials, and help advance important work across the business. The position is based in FDB’s Carmel, Indiana office, with onsite presence needed to support executive priorities, leadership meetings, VIP visits, and business-unit events. Occasional travel may be required. The role involves close collaboration with senior leaders and internal and external stakeholders, and requires discretion, sound judgment, strong organization and communication skills, and proficiency with PowerPoint and modern productivity tools. FDB provides drug and medical device knowledge used by healthcare professionals and organizations worldwide. The company describes its values as Integrity, Respect, Responsibility, Teamwork, and Creativity, and offers competitive salaries and benefits.

Requirements

8+ years of executive assistant, administrative, or business support experience.
Experience managing complex calendars, meeting logistics, travel, stakeholder communications, confidential materials, and executive follow-up.
Experience creating, editing, and managing professional presentation decks, briefing materials, and executive-facing documents.
Excellent organizational, prioritization, and time-management skills, including the ability to manage competing demands and shifting priorities in a fast-paced executive environment.
Strong written and verbal communication skills, including the ability to draft clear, professional executive communications and meeting materials.
Advanced proficiency with Microsoft Outlook, Teams, PowerPoint, Word, Excel, and collaboration tools.
Strong PowerPoint skills, including slide structure, formatting, storytelling, visual consistency, and executive-ready presentation development.
High level of discretion, judgment, professionalism, and comfort handling confidential information.
Strong attention to detail and ability to produce accurate, polished work under time-sensitive conditions.
Professional presence and ability to interact confidently with senior leaders, employees, customers, vendors, and external partners.
Ability to work independently, anticipate needs, solve problems, and follow through with limited direction.
Ability to use approved AI tools responsibly to improve productivity, organize work, summarize information, and enhance presentation development.

Nice To Haves

Experience supporting a President, General Manager, Vice President, senior executive, or business-unit leader.
Experience working in a corporate, healthcare, technology, financial services, professional services, manufacturing, or multi-site business environment.
Familiarity with expense systems, travel platforms, CRM tools, project-tracking systems, or document management tools.

Responsibilities

Manage and optimize the President’s calendar, prioritizing requests, coordinating meeting flow, protecting focus time, and adapting schedules as business needs change.
Coordinate internal and external meetings, including leadership sessions, customer and vendor meetings, executive reviews, offsites, VIP visits, and business-unit events.
Prepare agendas, briefing documents, presentation decks, reports, follow-up notes, action trackers, and other materials for the President and leadership team.
Create, format, manage version control for, and deliver executive-level PowerPoint presentations and briefing materials, ensuring accuracy, clarity, visual consistency, and readiness for senior audiences.
Track commitments, deadlines, decisions, and follow-ups to advance key actions and keep stakeholders aligned.
Manage domestic travel arrangements, itineraries, logistics, expense reporting, and last-minute changes.
Serve as a trusted liaison with senior leaders, employees, customers, partners, vendors, and other external stakeholders.
Handle confidential and sensitive information with sound judgment, discretion, and professionalism.
Use approved AI-enabled productivity tools responsibly for drafting, summarization, research organization, presentation development, meeting preparation, and process improvement.
Partner with administrative, operations, and functional teams to improve executive-office workflows, communication processes, meeting effectiveness, and document organization.