Executive Assistant

Regenstrief Institute - Indianapolis, IN

Full-time - Entry Level

Hybrid - Indianapolis, IN

Professional, Scientific, and Technical Services

About the position

The Executive Assistant provides advanced administrative and clerical support to Vice Presidents and other executive staff. This hybrid role requires the ability to manage multiple tasks, coordinate events, and maintain effective communication with internal and external stakeholders. The position is designed to adapt based on the experience of the successful candidate, emphasizing the importance of discretion, professionalism, and organizational skills.

Responsibilities

• Provide advanced administrative support to Vice Presidents and senior leadership staff.
• Maintain calendars and coordinate meetings and travel arrangements.
• Organize and coordinate internal events, including scheduling and logistics.
• Attend meetings and take minutes as requested.
• Perform basic administrative duties such as faxing, scanning, and filing.
• Prepare and submit reimbursements for assigned staff.
• Maintain communication with internal and external stakeholders.
• Transcribe meeting minutes and correspondence.
• Construct meeting agendas and reports to required specifications.
• Represent the organization and senior leaders professionally.

Requirements

• High school diploma or equivalent required.
• At least three years of administrative support experience, preferably supporting senior leadership.
• Proficient in Microsoft Office applications and standard office equipment.
• Excellent time-management and multi-tasking skills.
• Ability to maintain confidentiality and professionalism.

Nice-to-haves

• Experience in event planning and coordination.
• Knowledge of data privacy practices and laws.
• Familiarity with Zoom and virtual meeting setups.

Benefits

• Free parking
• Paid holidays, vacation, and sick time
• Group Life and Voluntary Term Life insurance
• Long-term and Short-term Disability plans
• Employee Assistance Program (EAP)
• Flexible Spending Account (FSA)
• 403b Retirement Plan with employer contributions
• Fitness program
• Pet insurance
• Qualified employer for loan forgiveness