Find & Apply For Executive Assistant Jobs in Carmel, Indiana

We are seeking a highly organized, proactive, and personable Executive Administrative Assistant to provide high-level support to an executive and his team. This is a unique opportunity for someone who enjoys being the person behind the scenes who keeps everything—and everyone—moving smoothly. The CEO is the top priority in this role, and the ideal candidate will become a trusted partner who can confidently manage his calendar, inbox, scheduling, communications, and day-to-day administrative needs. This position requires someone who is exceptionally organized, comfortable handling confidential information, naturally proactive, and able to anticipate what needs to happen next without always being asked. The right person will also bring personality, energy, and genuine joy to the workplace. This is a small, close-knit office that values people who take pride in creating a welcoming, well-run environment. Key Responsibilities Executive Support Serve as the primary administrative support for the CEO and help manage his day-to-day professional life. Manage and maintain the CEO's calendar, ensuring meetings, appointments, travel, events, and commitments are accurately scheduled and never double-booked. Monitor and organize the CEO's Gmail inbox, identifying important messages, removing junk, and prioritizing communications that require his attention. Proactively flag important emails and communications, including correspondence from board members and other key contacts. Communicate with the CEO regularly regarding scheduling changes, important emails, upcoming commitments, and items requiring follow-up. Coordinate with the CEO's family and other contacts as needed to help manage his schedule and commitments. Meet with the CEO approximately once per week to review upcoming meetings, events, RSVPs, and other priorities. Coordinate scheduling and rescheduling of meetings and events. Ensure the CEO is prepared and informed for upcoming meetings and commitments. Handle confidential and sensitive information with a high degree of discretion. Meeting & Event Coordination Schedule and coordinate internal and external meetings. Manage meeting logistics, invitations, RSVPs, and calendar details. Utilize Zoom and Google Workspace to support virtual and in-person meetings. Help coordinate events and other special engagements as needed. Office & Day-to-Day Operations Help keep the office organized, stocked, and running smoothly. Monitor office supplies and place orders through Amazon and office supply vendors. Maintain adequate supplies of paper, snacks, drinks, and other office necessities. Order groceries and refreshments through Instacart. Help create a welcoming office environment for employees and visitors. Run the dishwasher approximately once per day and assist with general office upkeep. Administrative & Financial Support Assist with monthly corporate Amex receipt collection and organization. Send contracts and other documents directly to the appropriate team member for processing. Look for opportunities to simplify administrative processes and improve efficiency. Utilize technology and AI tools to streamline repetitive tasks and improve organization. What We're Looking For The ideal candidate will be: Extremely organized and naturally detail-oriented. Proactive—someone who notices what needs to be done before being asked. Comfortable taking ownership of another person's calendar, inbox, and day-to-day priorities. Highly trustworthy and comfortable handling confidential information. Excellent at follow-through and keeping track of numerous moving pieces. A strong communicator who knows when something needs to be brought to the CEO's attention. Comfortable working independently in a small-office environment. Warm, energetic, personable, and genuinely enjoys taking care of people. Flexible and willing to wear many different hats. Comfortable learning new technology and finding ways to make processes more efficient. Someone who takes pride in creating a well-organized, welcoming, and enjoyable workplace. Preferred Qualifications Previous experience supporting a CEO, executive, business owner, or senior leader preferred. Experience managing a complex executive calendar and email inbox strongly preferred. Strong proficiency with Gmail, Google Calendar, and Google Workspace. Familiarity with Zoom and virtual meeting coordination. Strong organizational and time-management skills. Experience with corporate credit card receipts, expense organization, or similar administrative tasks is a plus. Interest in AI and technology-driven productivity tools is highly valued. The team currently utilizes Claude and is open to other tools that help simplify and improve workflows.

Benefits:

Flexible schedule

Work Location:

In person