Executive Assistant

SILAC Insurance Company•Carmel, IN

9d•Hybrid

About The Position

EXECUTIVE ASSISTANT OVERVIEW The Executive Assistant serves as a trusted partner and primary point of coordination for executive operations. This individual ensures the executives' time, communications, and priorities are managed efficiently and with precision. The role requires strong executive presence, exceptional organizational skills, and the ability to handle sensitive information with the highest level of professionalism. This position will report directly to the CFO who leads a team of 27+ people. The EA will support the CFO, his direct reports, and take part in weekly team stand-ups as a key member of the team. The team is primarily located in Indiana and Utah. Therefore, it's important that this person can work across time zones (including when scheduling meetings) and work in an environment where colleagues may not always be in the same physical location. This is a hybrid role located in Carmel, Indiana. The CFO commutes from New York and expects to usually be in office Monday afternoons through Thursday late mornings. Ideally, this person would be in the office when he is. What You Would Do: Executive and Calendar Management: Manage the executive's calendar with a strategic lens, balancing internal and external priorities. Coordinate meetings, prepare schedules, and ensure the executive is fully briefed and prepared for all engagements. Knows how to balance a high-volume of meetings without booking them back-to-back and allowing for focus time. Travel and Logistics: Coordinate complex domestic and international travel arrangements, including itineraries, accommodations, transportation, visas (where needed) and meeting logistics to ensure seamless execution. The CFO will travel approximately 15% of the time and will require occasional flexibility to support travel-related needs before, during, and after trips. Although, most coordination will occur during business hours, unless unexpected travel disruptions occur. Ensure all travel plans align with business priorities and are adjusted proactively as schedules evolve. Executive Communication: Serve as a primary point of contact on behalf of the executive. Screen calls, manage correspondence, and draft professional communications while maintaining confidentiality and executive-level discretion. Email and Information Management: Monitor and prioritize incoming communications, flagging critical matters and ensuring timely responses. Draft, edit, and distribute correspondence as needed. Meeting and Event Coordination: Plan and support internal and external meetings, including agenda preparation, materials, minutes, and follow-up on action items. Manage offsite meetings and executive events as required. Document and Presentation Management: Prepare, edit, and manage high-level documents, presentations, communication, and reports. Maintain organized documentation systems to ensure accessibility and accuracy. Expense and Financial Administration: Process invoices, contracts, and expense reports. Track and document executive and departmental expenses and provide reporting as needed. Confidentiality and Discretion: Handle sensitive, confidential, and non-routine information with sound judgment and absolute discretion. Project and Strategic Support: Administrative support for executive-level projects and initiatives, when requested, by tracking progress, coordinating stakeholders, and ensuring deadlines are met. Process Improvement: Identify opportunities to improve administrative processes and workflows to increase efficiency and effectiveness at the executive level, leveraging technology whenever possible. Special Projects: Provide research, coordination, and administrative support for special initiatives assigned by the executive. Support Team Culture Development: Assist the CFO in building a team culture that is built on trust, innovation, comradery, clear communication, and where everyone feels valued. This is a team of 27+ people – mostly in SLC, Utah and Carmel, Indiana. This includes participating in and organizing the Fun Committee, Coffee Chats, and more. Who You Are Can-Do Attitude: We are looking for someone who is positive, team-oriented, and eager to help the CFO, his team, or his colleagues when needed. This person will bring suggested solutions, not just problems. Anticipates Needs: We understand this takes time as you get to know the CFO, his team, and the company better. Overtime, this person will see things before the team does and proactively work to solve problems before they arrive. Balanced Demeanor: This person will have demonstrated ability to tactfully push back when appropriate and challenge ideas and beliefs, so we operate with the full picture, but equally knows when a decision has been made and gets behind it fully and executes accordingly. Proactive Learner: This person will be eager to learn new things and will demonstrate an ability to embrace and use new technologies as the team grows. Curious about AI and willing to learn how to integrate it

Requirements

Minimum of 5 years of experience supporting C-suite executives in an Executive Assistant capacity
Advanced proficiency in Microsoft Office Suite, Teams, Outlook, Zoom, PowerPoint, Adobe PDF, and Docusign
Exceptional organizational and time management skills with strong attention to detail
Proven ability to manage competing priorities in a fast-paced environment
Strong interpersonal skills with the ability to build trusted relationships across an organization
Demonstrated discretion and professionalism when handling confidential information
High level of accountability, adaptability, and executive presence

Nice To Haves

Bachelor's degree in business, management, or the equivalent of related field industry experience
Experience with calendar delegation and executive workflow optimization
Strong written and verbal communication skills
Demonstrated ability to anticipate needs and operate several steps ahead

Responsibilities

Manage the executive's calendar with a strategic lens, balancing internal and external priorities.
Coordinate meetings, prepare schedules, and ensure the executive is fully briefed and prepared for all engagements.
Coordinate complex domestic and international travel arrangements, including itineraries, accommodations, transportation, visas (where needed) and meeting logistics to ensure seamless execution.
Serve as a primary point of contact on behalf of the executive.
Screen calls, manage correspondence, and draft professional communications while maintaining confidentiality and executive-level discretion.
Monitor and prioritize incoming communications, flagging critical matters and ensuring timely responses.
Draft, edit, and distribute correspondence as needed.
Plan and support internal and external meetings, including agenda preparation, materials, minutes, and follow-up on action items.
Manage offsite meetings and executive events as required.
Prepare, edit, and manage high-level documents, presentations, communication, and reports.
Maintain organized documentation systems to ensure accessibility and accuracy.
Process invoices, contracts, and expense reports.
Track and document executive and departmental expenses and provide reporting as needed.
Handle sensitive, confidential, and non-routine information with sound judgment and absolute discretion.
Administrative support for executive-level projects and initiatives, when requested, by tracking progress, coordinating stakeholders, and ensuring deadlines are met.
Identify opportunities to improve administrative processes and workflows to increase efficiency and effectiveness at the executive level, leveraging technology whenever possible.
Provide research, coordination, and administrative support for special initiatives assigned by the executive.
Assist the CFO in building a team culture that is built on trust, innovation, comradery, clear communication, and where everyone feels valued.
Participating in and organizing the Fun Committee, Coffee Chats, and more.