Executive Assistant

Tom Wood Inc•Carmel, IN

17d•Onsite

About The Position

Tom Wood Group is seeking an exceptionally organized, proactive Executive Assistant to support its Chief Financial Officer and Chief Operating Officer in an on-site role in Indianapolis, Indiana. The Executive Assistant will keep the executives’ calendars, communications, and priorities running smoothly, allowing them to focus on operating the business. This is a high-trust position involving daily handling of confidential information and serving as a point of contact for internal and external contacts. The successful candidate will balance competing priorities for both executives with grace and sound judgment, and provide administrative, coordination, and project support.

Requirements

Multiple years of experience as an executive assistant, ideally supporting C-suite leaders or multiple executives at once.
Outstanding organizational and time-management skills, including the ability to prioritize competing demands.
Excellent written and verbal communication skills and strong attention to detail.
Proven discretion and sound judgment with confidential matters.
A proactive, anticipatory mindset, with the ability to identify and resolve issues before they become problems.
Advanced proficiency in Microsoft and comfort working in and learning new tools such as Copilot, Claude, or similar.
Ability to remain calm, professional, and flexible under pressure.

Nice To Haves

Bachelor’s degree or equivalent experience.

Responsibilities

Manage complex, frequently changing calendars, resolve conflicts, and protect focus time.
Coordinate meetings across internal teams, clients, and vendors, including agendas, materials, and follow-ups.
Screen and prioritize email, calls, and requests, responding on executives’ behalf where appropriate.
Plan and book travel.
Prepare, proofread, and format correspondence, presentations, reports, and board materials.
Support board meetings and leadership offsites, from logistics through minutes and action tracking.
Process expense reports, invoices, and reimbursements, and assist the CFO with finance-related administrative tasks.
Support the COO with project tracking, operational follow-through, and cross-team coordination.
Track deadlines, commitments, and action items, and follow up to ensure they are completed.
Handle sensitive financial, personnel, and strategic information confidentially.
Serve as a professional, welcoming liaison between the executive team and employees, partners, and guests.
Take on special projects and event coordination as needed.