Executive Administrative Assistant

Executive Administrative Assistant

Job Location:

Indianapolis, IN 46256

Duration:

36-month contract

Shift Schedule:

1st Shift Hours: 8am - 5pm Mon - Fri, 100% onsite

Summary:

Join our dynamic team in Indianapolis, where you will play a crucial role in supporting the business transformation program aimed at delivering best-in-suite, user-centric digital solutions. As a Strategic Administrative Partner, you will support the Wave Lead across all US Sites, ensuring operational excellence and fostering an environment of innovation. This role is pivotal in promoting a strong connectivity to the broader client project, ensuring the leadership teams are collectively focused on organizational betterment.

Responsibilities:

• Provide comprehensive, proactive, and professional assistance, leadership, and guidance for organizational activities for the Wave Lead and Lead Team members.
• Assist with administrative activities such as travel, expenses, meetings, and calendars.
• Drive leadership meetings, plan the agenda, and support the team in timely, well-informed decision-making.
• Provide guidance, operationalize and monitor the execution of work, ensuring additional templates and documentation management are in place.
• Support activities for the wave and functional teams to meet established milestones.
• Prepare and execute a wrap-up of meetings with internal and external stakeholders, including agenda, documentation, and tracking of action items.
• Manage independent event management for the manager/team, including events, workshops, etc.
• Actively collaborate in organizational and group projects, including project conception, implementation, and monitoring of results.
• Execute the Change Control Process for the respective areas of responsibility.
• Drive reporting activities and provide accurate status updates and reporting.
• Be accountable for implementation & management of Status & Progress Reporting.
• Manage project templates and documentation.
• Pick up on current strategically important topics and implement them in your own area of responsibility.
• Contribute, drive, and implement client goals/vision/strategy.
• Serve as a mood barometer from the manager to the area and from the area to the manager to promote cooperation and increase LT effectiveness and cohesiveness.

Required Skills:

• Associate or Bachelor’s Degree in related fields, with a Bachelor’s degree preferred.
• 5-7 years’ experience in an Assistant role or comparable activity.
• Experience with project management approaches, tools, and phases of the project lifecycle, including agile.
• Strong knowledge and experience using Google Suite.
• Experience dealing with collaboration tools and working in virtual teams.
• Possess problem-solving skills with the ability to exercise mature judgment.
• Strong interpersonal and communication skills with a demonstrated ability to work within the Waves, DIA Ops & Megasites Cluster leadership.
• Excellent written and verbal communication skills and fluency in English, both written and spoken.
• Detail-oriented with excellent organizational and process management skills.
• Ability to cultivate a strong and trusting relationship with executive leaders.
• Excellent time management and organizational skills with an ability to execute multiple, sometimes competing activities to a high quality and timely conclusion.
• Willingness to stretch beyond comfort zone to learn new skills in a rapidly changing environment.
• Ability to build and maintain business relationships.