Executive Secretary

Rolls-Royce • Indianapolis, IN

23h • Hybrid

About The Position

The Executive Secretary role will support Program Executives in the Defence business based in Indianapolis. This role provides crucial support to the respective leadership teams in coordinating various activities and events. Among other duties, the EA will help coordinate the travel itineraries for the aligned executives, as well as the detailed planning and preparation that goes into supporting the leadership team in the office. More specifically, this role will plan, organize, and execute leaders’ events around the country and around the world. This role ensures successful trips, events and meetings with the executive leadership team through frequent interaction with the full range of company internal departments and outside entities. You will provide scheduling management and logistical coordination for the leadership team.

Requirements

• Associate’s degree with 4+ years of executive level administrative support, scheduling and advance and/or office management experience, OR Bachelor’s with 2+ years of executive level administrative support, scheduling and advance and/or office management experience, OR In lieu of degree, 6+ years of executive level administrative support, scheduling and advance and/or office management experience
• US Citizen to be considered for this role

Nice To Haves

• Previous experience working with global company and understands international travel requirements
• Experience organizing dynamic schedules and information efficiently with exceptional attention to detail, often across multiple time zones
• High level of initiative, can-do attitude, willingness to learn, and a demonstrated high degree of dependability
• Knowledge of and proficiency with a variety of computer software applications including Microsoft Word, Excel, PowerPoint, and Outlook
• Excellent oral and written communication skills overall, with a particular ability to interact and communicate with individuals at all levels of the organization, both written and orally
• Ability to work in a fast-paced, team-oriented environment while juggling and coordinating multiple projects and deadlines
• Ability to suggest and implement ways to make internal processes more efficient
• Adapt quickly based on the needs of the company or RR Defense Leadership team, and have a strong commitment to growth through learning new things
• Ability to prioritize critical tasks
• Unquestionable personal code of ethics, integrity, diversity, and trust

Responsibilities

• Lead special projects supporting the RR Defense leadership team
• Organize the logistics of leaders’ attendance at local, state, national and international events
• Respond to requests for leadership engagements
• Solicit and review meeting requests, prioritize appointments, and coordinate scheduling with internal and external parties
• Execute streamlined travel and meeting logistics, development and coordination of meeting agendas, and coordination of visits
• Assist with the coordination of international meetings, conferences, and tours
• Provide senior level clerical and administrative support, including collating information for reports and deliverables as required

Benefits

• bonus
• employee support assistance
• employee discounts
• health, dental, vision, disability, life and accidental death & dismemberment insurance
• a flexible spending account
• a health savings account
• a 401(k) retirement savings plan with a company match
• Employee Assistance Program
• Paid Time Off
• certain paid holidays
• paid parental and family care leave
• tuition reimbursement
• a long-term incentive plan

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: Associate degree