Executive Assistant

Maple Leaf Farms • Leesburg, IN

20d

About The Position

This role provides comprehensive executive support to the CEO and assists with Board of Directors coordination and executive operations. The Executive Assistant will manage the CEO's calendar, coordinate meetings, handle communications, arrange travel, and support leadership team members. A key aspect of this role involves facilitating communication and coordination between the executive office, leadership teams, and the Board of Directors, ensuring smooth operations and timely follow-up on strategic initiatives. The position requires a high degree of professionalism, discretion, and organizational skill to manage sensitive information and maintain efficient administrative processes.

Requirements

• Proven experience as an Executive Assistant or similar role
• Excellent organizational and time management skills
• Strong written and verbal communication skills
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Ability to handle confidential information with discretion
• Proactive and anticipatory approach to executive support
• Experience coordinating complex travel arrangements and expense reporting
• Familiarity with board meeting coordination and minute-taking
• Ability to manage multiple priorities and deadlines effectively
• Strong interpersonal skills and ability to build relationships across departments

Nice To Haves

• Experience supporting C-level executives and Board of Directors
• Familiarity with strategic initiative tracking and project management
• Experience with budget tracking and invoice processing

Responsibilities

• Manage the CEO’s calendar, including prioritization of meetings, travel, and strategic time management
• Coordinate and prepare for executive meetings, including agendas, presentations, materials, and follow-up items
• Serve as a primary point of contact for internal and external communications directed to the CEO
• Screen and prioritize requests, communications, and issues requiring executive attention
• Coordinate travel arrangements, itineraries, and expense reporting
• Assist with preparation of executive reports, presentations, correspondence, and confidential documentation
• Anticipate executive needs and proactively identify opportunities to improve efficiency and organization
• Provide administrative and coordination support to designated leadership team members as assigned
• Help ensure alignment and communication flow across executive leadership and family ownership stakeholders
• Coordinate all Board of Directors meetings, committee meetings, and related logistics
• Prepare and distribute Board agendas, presentations, minutes, and supporting documentation in a timely and professional manner
• Maintain Board calendars, meeting schedules, governance records, and official documentation
• Support the CEO and Board Chair with meeting preparation and follow-up activities
• Ensure confidentiality and proper handling of sensitive Board information and materials
• Coordinate executive and Board travel, lodging, meals, and event logistics as needed
• Help coordinate and track strategic initiatives, executive priorities, and follow up action items across leadership teams
• Support the preparation and organization of executive level communications, presentations, and business updates
• Assist in driving meeting effectiveness through agenda coordination, action item tracking, and follow through
• Coordinate cross functional communication and scheduling related to executive and Board priorities
• Help maintain organization and momentum around key business initiatives and executive commitments
• Anticipate operational and administrative needs within the executive office and proactively recommend solutions
• Facilitate communication and coordination between the executive office and leadership team
• Support special projects and strategic initiatives as assigned
• Assist with executive events, leadership meetings, and company functions
• Maintain professionalism and discretion while handling highly sensitive business and personnel information
• Build strong working relationships across departments while representing the executive office in a positive and professional manner
• Maintain organized electronic and physical filing systems for executive and Board records
• Track key deadlines, action items, and follow up activities to ensure timely completion
• Assist with budget tracking, invoice processing, and expense reconciliation related to executive and Board activities
• Continuously identify opportunities to improve administrative processes and operational efficiency

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: No Education Listed