Executive Assistant to the CEO

Emarsys - Indianapolis, IN

Full-time - Executive

Indianapolis, IN

About the position

The Executive Assistant to the CEO at Emarsys plays a crucial role in the day-to-day management of the CEO's activities, ensuring that the executive is effectively positioned to achieve business objectives. This position is built on a foundation of trust and partnership, making it instrumental to the overall success of the organization. The Executive Assistant is responsible for ensuring that the CEO is in the right place at the right time, engaging with the right people, and managing expectations and outcomes effectively. The ideal candidate will have a deep understanding of the CEO's priorities and will work diligently to protect her interests while ensuring that all stakeholders are heard and considered. In this dynamic environment, the Executive Assistant will have ample opportunities for learning and growth, with the ability to shape the role according to personal strengths and interests. The position involves participation in and observation of strategy sessions, key customer meetings, partner negotiations, and close interaction with various departments including the Board offices, Marketing, Product Engineering, and Technology & Innovation. This role is not just about administrative support; it is about being a strategic partner to the CEO and contributing to the broader business strategy. The Executive Assistant will be expected to establish a meeting cadence that ensures effective communication and decision-making across the organization. This includes maintaining the CEO's calendar, preparing meeting agendas, and managing the executive's inbox. The role also involves planning national and international travel, which can be extensive, with the executive traveling up to 75% of the time. The Executive Assistant will accompany the CEO during meetings and travel, track deadlines and to-do lists, file expense reports, coordinate events, and handle special projects as needed. Additionally, the role includes supporting facility management and ensuring that all operational aspects run smoothly.

Responsibilities

• Establishing meeting cadence, ensuring appropriate level of 'up, down, and out' meetings for communication and decision making
• Maintaining calendar and schedule
• Keeping meeting minutes, delegating, and tracking follow ups when asked
• Preparing agendas and aligning speakers where needed
• Managing the inbox, prioritizing, delegating and following up where agreed upon
• Coordinating broadcast platforms for all-hands meetings and similar
• Planning national and international travel, with peak travel up to 75%
• Accompanying executive in meetings and travel
• Tracking all to-do's and deadlines, arranging prep and following up for key activities
• Filing expense reports
• Coordinating and supporting events
• Handling special projects
• Supporting facility management

Requirements

• Successful completion of the SAP vocational training program and BA or MBA
• Or academic degree/educational background in Business Administration and Economics
• Track record of performance
• True team player with the ability to influence and lead without authority
• Super structured and pro-active
• Strong communication skills and networker with ability to connect people and topics
• Strong multitasker with ability to change topics while keeping track of priorities
• Effective written, verbal, and interpersonal skills at executive and project team levels
• Fluent in English is ideal
• Good to have - German language expertise

Nice-to-haves

• German language expertise