Executive Assistant to the Chief Executive Officer at Clinical Architecture in Indianapolis, Indiana, United States

Job description

• Clinical Architecture is seeking a highly organized, detail-oriented, and proactive Executive Assistant to support our Chief Executive Officer. This role is critical to enhancing the CEO’s productivity, efficiency, and effectiveness by managing administrative operations, coordinating communications, and supporting strategic priorities.
• The Executive Assistant to the CEO serves as a central point of coordination, managing schedules, communications, projects, and information with a high degree of professionalism and confidentiality. This role supports the CEO’s ability to focus on organizational leadership and driving company success. Over time, the Executive Assistant will have the opportunity to grow into a trusted partner by delivering consistent, high-quality support, and by demonstrating sound judgment.
• This role is based on-site at our Carmel, IN Headquarters, five days a week. While we are an in-office organization, we do our best to offer flexibility when needed, ensuring both work-life balance and uninterrupted business operations.
• Applicants must be authorized to work in the U.S. without sponsorship.
• Providing false information on application questions may result in automatic dismissal of your application. Please answer questions truthfully and to the best of your ability.

Responsibilities

• Organize, manage, and track the CEO’s workflow, priorities, and commitments.
• Manage and maintain the CEO’s calendar, including scheduling meetings, appointments, travel, and conferences; proactively adjust as needed.
• Coordinate and prepare materials for meetings, including agendas and briefing documents.
• Accurately record and distribute meeting minutes.
• Research, compile, and analyze information to prepare documents and presentations for internal teams, executives, and clients.
• Coordinate all CEO-related logistics and interactions with internal and external leadership.
• Oversee administrative policies and office procedures; recommend improvements as appropriate.
• Draft and prepare executive-level responses to routine correspondence, memos, and communication.
• Review presentations, internal memos, whitepapers, and other content on behalf of the CEO.
• Assist with social media initiatives as needed.
• Monitor and manage ongoing priorities when the CEO is out of office.
• Provide general administrative and operational support as required.

Requirements

• Minimum of three (3) years of professional experience as an Executive Assistant or in a similar administrative support role.
• High school diploma or equivalent required.
• Bachelor’s degree in Management or related field preferred.
• Experience and / or knowledge in the Healthcare, Information Technology, or Engineering industries preferred.
• Experience supporting an executive leader within the Healthcare, Information Technology, or Engineering industries a plus.
• Experience in Project Management a plus.
• Proven ability to take initiative.
• Strong interpersonal skills with the ability to build rapport and collaborate effectively.
• High level of discretion and ability to retain confidential information.
• Exceptional organizational skills with the ability to prioritize a dynamic workload.
• Strong problem-solving skills with a proactive, solutions-oriented mindset.
• Ability to meet deadlines in a fast-paced, rapidly changing environment.
• Professional level verbal and written communication skills.
• Proficient in Microsoft Office Suite.

Skills

Required

• Proven ability to take initiative.
• Proficient in Microsoft Office Suite.

Preferred

• Experience in Project Management.

Benefits

• Opportunities for learning, development, and growth.
• Experiences that connect you with colleagues.
• A laid-back work environment with thoughtful amenities.
• Paid Volunteer Time, Paid Holidays & PTO, including our own winter break week for full-time team members.
• Sabbatical opportunities for tenured team members.
• Comprehensive Medical, Dental, Vision, and ancillary insurance options for eligible employees.
• Maternity and Parental leave benefits.
• Employer paid Short-term Disability & Long-term Disability.
• Health and Wellness incentives.
• 401k Matching.
• Better workdays.