Executive Assistant

Toyota Material Handling • Columbus, IN

4h • Hybrid

About The Position

We are seeking a highly experienced Executive Assistant to provide strategic, high-level administrative support to the Chief Administration Officer within a large, complex organization. This role will also provide executive support to the Chief Financial Officer, Chief Legal Officer, and Chief Human Resources Officer, as needed.

As a trusted business partner to executive leadership, this position plays a critical role in optimizing executive effectiveness, managing competing priorities, and ensuring seamless coordination across departments and stakeholders.

The ideal candidate is proactive, detail-oriented, and thrives in fast-paced, enterprise-level environments. This individual anticipates needs before they arise, exercises discretion and sound judgement, and operates with a strategic mindset while maintaining operational excellence in all interactions.

Requirements

• Minimum of 7 years of experience providing executive-level administrative support to senior leaders within a large or complex organization.
• Demonstrated experience supporting multiple senior executives simultaneously.
• Exceptional organizational, written, and verbal communication skills.
• Proven ability to manage highly confidential information with integrity and discretion.
• Proficiency in Microsoft Office Suite (Outlook, PowerPoint, Excel, Word) and virtual collaboration platforms (Microsoft Teams, Zoom).
• Ability to interact confidently across all levels of the organization, including board members and senior leadership.
• Strong judgement, discretion, and the ability to work independently while managing multiple priorities under pressure.
• High attention to detail, accuracy, and follow-through.

Nice To Haves

• Bachelor’s degree in Business Administration, Communications, or a related field.
• Prior experience supporting Board of Directors governance activities.
• Demonstrated commitment to operational excellence, continuous improvement, and executive-level service.
• Strategic thinker with a proactive positive mindset.

Responsibilities

• Provide comprehensive executive-level administrative support to the Chief Administrative Officer, including complex calendar management, strategic scheduling, and travel logistics across multiple time zones.
• Anticipate executive needs, proactively manage shifting priorities, and resolve scheduling conflicts to maximize leadership productivity.
• Prepare, edit, and manage high-level correspondence, presentations, reports, and briefing materials -often confidential and time-sensitive.
• Track strategic initiatives, key deliverables, and follow-up actions from executive and leadership meetings.
• Partner closely with the Executive Assistant to the CEO to support Board of Directors governance activities, including agenda planning, meeting logistics, board materials preparation, and corporate recordkeeping.
• Liaise with executive leadership and department heads to align communications and ensure organizational priorities are executed effectively.
• Prepare executives for board meetings, leadership retreats, strategic planning sessions, and enterprise-wide initiatives.
• Act as the primary point of contact for the CAO, managing inquiries and correspondence with professionalism, diplomacy, and confidentiality.
• Build and maintain strong relationships with internal and external stakeholders, including board members, community leaders, and partners.
• Draft and proofread high-level communications, ensuring accuracy, tone consistency, and alignment with organizational brand and values.
• Maintain highly organized systems for records management, documentation, and information flow.
• Collaborate with Finance, Legal, and HR on expense reporting, approvals, compliance documentation, and administrative processes.
• Support special projects and cross-functional initiatives as assigned by the CAO.

Benefits

• Competitive Salary
• Performance Bonus
• Generous Paid Time Off and 13 Paid Holidays
• Affordable Medical plans and no-cost Dental & Vision options
• 100% 401(k) match up to 6%
• Company-Paid Life Insurance, Short-Term Disability, and Long-Term Disability
• Tuition Assistance Program
• Employee Assistance Program (EAP) with access to mental health care, legal support, and financial guidance
• Recognition and Kaizen (continuous improvement) Reward Programs
• Meaningful opportunities for personal and professional development
• Onsite Fitness Center & Occupational Health Clinic
• Best in class work culture!

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level