Executive Assistant

Ascend Indiana (Ascend) is a fast-growing nonprofit on a mission to address Indiana’s workforce misalignment. Ascend’s vision is for Indiana to be a place of economic opportunity for all. An initiative of Central Indiana Corporate Partnership (CICP), Ascend collaborates with corporate, education, philanthropic, and community partners, and is well-positioned to play a leadership role in addressing Indiana’s workforce challenges.

The Executive Assistant will provide secretarial and administrative support to the President and CEO through calendar management, meeting preparation, and other activities that increase the work effectiveness of the CEO. The Executive Assistant will also support the President and CEO on high priority initiatives, projects, internal and external activities, media, and events as requested.

To be successful in this role you must be...

A strategic thinker motivated to provide and prioritize administrative and logistical support to the CEO and leadership team.

  • You will collaborate with the CEO to ensure they are dedicating time and energy to the highest priority meetings and tasks for the organization.
  • You coordinate the planning, scheduling, and logistics of the CEO’s meetings and appointments in coordination with other key stakeholders.
  • You will prepare the CEO for all internal and external meetings including talking points and biographies, ensuring that the relevant materials are provided for review in advance.
  • You proactively identify and work alongside team members to address scheduling conflicts as they arise.
  • You coordinate on- and off-site meetings and conferences for the CEO including registration and travel.
  • You plan, schedule, and attend board and executive committee meetings including managing meeting logistics and materials and capturing meeting minutes alongside the leadership team, meeting hosts, and external vendors.
  • You draft, edit, and finalize internal and external communication, correspondence, reports, and presentations as needed (i.e., internal newsletters, Power Point presentations, email follow-up and responses, etc.).
  • You coordinate the planning, scheduling, and logistics of the CEO’s meetings and appointments in coordination with other key stakeholders.
  • You provide additional administrative support to the CEO and leadership team as requested.

Energized by supporting the day-to-day operations of the organization alongside CICP.

  • You serve as the point of contact for all external inquiries, directing questions or information to the appropriate staff member.
  • You support monthly time tracking and reporting for all Ascend staff to ensure time is properly allocated for non-profit and for-profit activities across workstreams.
  • You support the Human Assets team manage the execution and approval of expense reimbursements, credit card reconciliations, and vendor invoices in a timely manner.
  • You monitor and maintain Ascend’s office space including shared conference spaces, kitchen, and lobby alongside CICP and other external partners.
  • You coordinate high priority on-site meetings for the CEO including welcoming guests and conference room set-up as needed.
  • You support additional projects and initiatives as assigned.

Motivated by aggressive goals and driven to make an impact.

  • You are detail-oriented, organized, and outcomes focused.
  • You break down goals and develop weekly, quarterly, and yearly plans to achieve organizational objectives.
  • You manage and report against goals, priorities, and objectives to the CEO.

Requirements

  • 7+ years of applicable administrative and/or office management experience.
  • Ability to manage responsibilities effectively in a hybrid environment.
  • Proficiency in Microsoft Suite preferred.
  • Track record of successfully working collaboratively within a team.
  • Demonstrate ethical handling of confidential information.

Details

  • Manager: President & CEO, Ascend Indiana
  • Office location: 16 Tech, downtown Indianapolis, with hybrid work (Mondays, Tuesdays, and Thursdays in-person; Wednesdays and Fridays remote)
  • Work week: 40+ hours / week
  • Travel: 5-10%

How to Apply

Interested applicants are asked to apply here.


CICP grants equal opportunity to all qualified persons without regard to race, color, religion, gender, pregnancy, disability, age, national origin, military service obligations, veteran status, citizenship, sexual orientation, or any other category protected by law. CICP provides equal opportunity in wages, promotions, benefits, and all other privileges, terms, and conditions of employment.

If you require reasonable accommodation in completing this application, interviewing, completing any pre-employment testing, or otherwise participating in the employee selection process, please direct your inquiries to careers@ascendindiana.com or 317.464.5412.

Responsibilities for this role include interacting with student personally identifiable information (PII). As a condition of access, you are responsible for taking steps to protect the confidentiality of student PII in both electronic and physical form. All responsibilities relating to student PII must be conducted within the parameters of the Family Educational Rights and Privacy Act (FERPA).