Executive Assistant

The Heritage Group•Indianapolis, IN

20d•Onsite

About The Position

The Heritage Group is a fourth-generation, family-owned business focused on construction and materials, environmental services and specialty chemicals. Over the last 90+ years, the Heritage portfolio has grown to include more than 50 companies that employ more than 6,000 people. What unites this diverse group of businesses and individuals is our commitment to create a safer, more enriching, and sustainable world by harnessing the power of family. The Heritage Research Group assists The Heritage Group companies, customers, and partners in evolving and adapting to an ever-changing marketplace. Heritage Research Group provides innovative products, processes, and training that constantly improve the way The Heritage Group companies serve their clients and deliver solutions to address the myriad of challenges their clients face. It also creates new technologies that fuel further business opportunities for The Heritage Group. The Executive Assistant, HRG supports the Executive VP of HRG and the HRG leadership team. This is a mission-critical role for a high-performing, fast-moving executive who leads a complex and innovative function within The Heritage Group. The Executive Assistant (EA) will act as a force multiplier — anticipating needs, clearing obstacles, and ensuring the EVP can focus on strategic initiatives and technical success. The ideal candidate thrives in a fast-paced environment, takes initiative without being asked, communicates with clarity and discretion, and has a bias toward action. Being a cultural ambassador, decision-making capability, detail orientation, sense of accountability & confidentiality and creative problem-solving strongly contribute to success in the role.This position is based on-site in our Indianapolis, IN office. Qualified candidates must currently reside within 75 miles of the Indianapolis, IN area.

Requirements

Associate's Degree
Minimum of 10 years of administrative support experience, including 4+ years at the senior leadership level
High degree of integrity and confidentiality
Excellent written and verbal communication, discretion, attention to detail, and time management skills
Knowledge, skills, and ability to complete tasks ranging from routine to complex
Capable of resolving internal and external stakeholder issues in a calm and effective manner
Demonstrates high degree of self-awareness, integrity, accountability, and professionalism
Maintains a high standard for quality of work and on time delivery
Takes initiative to creatively solve problems even in unfamiliar or ambiguous situations
Responds positively to feedback and incorporates it into their behavior
Adapts quickly to changes in work plan
Advanced knowledge of Microsoft Office Suite and strong technical proficiency with other workspace tools
Ability to track and analyze data
Exudes passion for supporting others to be successful
Ability to work on-site when the EVP is in the office
Ability to be available after-hours, as needed

Nice To Haves

Bachelor's Degree
Industry experience in an R&D environment is a plus
Ability to learn, utilize, and improve database reporting; knowledge of Power BI is a plus

Responsibilities

Manage the EVP’s daily calendar, including scheduling high-volume meetings, prioritizing completing requests, and ensuring alignment with strategic priorities.
Act as right hand to EVP, providing leverage by managing the flow of work, information and serve as a trusted point of contact
Coordinate and book complex domestic and international travel arrangements, prepare detailed travel itineraries and ensure trip readiness
Maintain an organized system for tracking tasks, deadlines and follow up; ensure nothing falls through the cracks
Assist in preparation of presentations and documents
Coordinate on site logistics and ensure all meetings, visitors and logistics run smoothly
Proactively identify and implement ways to make the EVP’s time more impactful and remove low-value work from their plate.
Own expense reporting, vendor invoicing, and reconciliation for the EVP in a timely and accurate manner.
Maintain relevant data and applicable metrics
Support executive’s personal needs if they impact business flow and scheduling-less than 10%
Organize meetings, prepare agendas, compile reports, take meeting notes, & ensure timely follow-up
Handle confidential documents with discretion; maintain organized filing systems
Support document management and information systems (e.g. HRG SharePoints)
Support Elements Admin as needed
Back-up for purchasing and invoicing
Identify and implement improvements to administrative workflows and systems
Liaise with internal departments (HR, Finance, IT, Legal, etc.) to help drive executive-led initiatives or resolve administrative matters.
Support HRG leadership team members as needed (meetings, action items, etc.)
Partner with HR to recruit and onboard and offboard new employees
Plan and execute internal events
Purchase office and lab supplies for HRG
Assist direct reports with executive facing logistics such as preparing materials, securing time on EVP’s calendar and coordinating cross functional meetings
Have the flexibility to support HRG Leadership as future needs arise
Additional duties and responsibilities as assigned, including but not limited to continuously growing in alignment with the Company’s core values, competencies, and skills.