Administrative Assistant

The Administrative Assistant provides administrative support to multiple executive stakeholders as well as to the Executive Assistant to the CEO. Professionalism and confidentiality with other employees as well as decision-making capability, detail orientation, sense of accountability, and creative problem solving are crucial to ensuring success in the role. The Administrative Assistant must be team-oriented and possess the ability to proactively manage and prioritize multiple tasks with the utmost integrity.

Responsibilities and Duties

• Provide general administrative assistance and organizational support to executive stakeholders and the Executive Assistant to the CEO, including fielding internal and external requests and managing various communications.
• Maintain multiple calendars by coordinating and scheduling meetings, conferences, teleconferences, functions, and appointments while ensuring seamless execution of related logistics and adherence to deadlines; make travel arrangements as requested.
• Assist the Executive Assistant with meeting and event planning, including arrangements for required technology, hospitality/catering, and space/logistics; prepare meeting agendas and track and capture meeting action items.
• Draft letters, documents, presentations, spreadsheets, charts, and graphs as requested; maintain and ensure accuracy of organizational documents.
• Reconcile, code, and upload documentation for monthly expenses; code, submit, and track vendor invoices.
• Support CRM/Knowledge Management activities, including logging call notes, activity, and deals into CRM system (4Degrees), managing contacts in 4Degrees and Outlook, uploading and organizing files in internal knowledge management system, identifying target companies and individuals for out-of-town meetings, and identifying and tracking industry-specific events.
• Other duties and projects as assigned.

Experience and Professional Qualifications

• 3-5+ years of experience supporting multiple executives
• Bachelor's degree or equivalent work experience preferred
• Must understand the sensitive nature of working in the executive office and have good judgement, problem solving skills, and ability to maintain the highest levels of confidentiality and integrity
• Must be comfortable operating in a fast-paced environment
• Must have excellent written and verbal communication and interpersonal skills
• Must project a positive, collaborative, and professional demeanor at all times
• Demonstrated ability to anticipate needs, meet deadlines, and adapt in the face of changing priorities
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) required; knowledge of CRM systems and/or SharePoint preferred

This position will be on-site at The Center, at I-465 and W. 71st St. on Indianapolis' Northwest side

About The Heritage Group

Founded in 1930, The Heritage Group (THG) is a fourth-generation family-owned business managing a diverse portfolio of companies specializing in heavy construction and materials, environmental services, and specialty chemicals. Companies within the THG portfolio include Heritage Environmental Services, Heritage Construction + Materials, and Monument Chemical. With more than 5,000 employees and 30 operating companies worldwide, THG aims to create a safer, more enriching, and sustainable world by harnessing the power of family.

The Heritage Group welcomes the diverse backgrounds, experiences, and perspectives of all to work together to accomplish our goals

Current Openings for Administrative Assistant Jobs at The Heritage Group