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Administrative Assistant/Executive Assistant IV

TalentBurst, Inc.

Indianapolis, IN

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JOB DETAILS
SKILLS
Administrative Skills, Artificial Intelligence (AI), Budgeting, Communication Skills, Conflict Resolution, Customer Experience, Customer Relations, Data Analysis, Data Visualization, Detail Oriented, Documentation, Establish Priorities, Event Management, Executive Assistant Skills , Facilities Management, Information/Data Security (InfoSec), Leadership, Maintain Compliance, Meeting Minutes, Microsoft Excel, Microsoft Office, Microsoft PowerPoint, Organizational Skills, Plan Meetings, Reporting Dashboards, Schedule Development, Stewardship, Team Building, Team Player, Time Management, Travel Planning, Willing to Travel, Writing Skills
LOCATION
Indianapolis, IN
POSTED
1 day ago
Job Title: Administrative Assistant/Executive Assistant IV
Job Location: Indianapolis, IN 46204
Work Schedule: Hybrid (3 Days in office, 2 days remote)
Shift: 8 AM - 5 PM (Monday - Friday)

Additional Information:
When manager is in the office, this person will be in the office. Could be more in the office some days.
This is a Hybrid role with time being spent at the Primary Location of Indianapolis, IN (DBU Headquarters), but also a few days per month in Columbus (COM).

Short Description:
Acts as an extension of senior management ensuring a positive customer experience while being the representative of senior management to others. Provides administrative support and performs numerous duties, including scheduling, writing correspondence, emailing, overseeing visitors, routing callers and answering questions and requests.

Job Description:
We are looking for a talented Administrative Associate - Level IV - General Management to join our team specializing in General Management for our client facility in Indianapolis, IN.

In this role, you will make an impact in the following ways:
Serve as a trusted extension of senior management, ensuring a positive customer experience and representing leadership effectively across internal and external interactions.
Enhance executive efficiency by anticipating needs, proactively managing complex schedules, and coordinating seamless travel arrangements, expenses, and documentation.
Strengthen decision making and communication by gathering, verifying, analyzing, and preparing high quality materials including memos, reports, presentations, speeches, and official communications.
Facilitate smooth, timely communication between senior management, employees, customers, media, vendors, and other external stakeholders.
Protect sensitive information by maintaining strict confidentiality and ensuring secure handling of executive files, records, and communications.
Support financial stewardship by monitoring, reviewing, and approving routine expenditures to maintain adherence to established budgets.
Demonstrate sound judgment by independently preparing documents, responding to correspondence and inquiries, coordinating meetings, and capturing and distributing accurate meeting minutes.
Contribute to team development by serving as a knowledgeable resource for colleagues with less experience and providing additional support to senior management as needed.

Qualifications and Competencies:
To be successful in this role you will need the following:
Strong communication skills to deliver clear, audience specific messages across multiple formats and ensure understanding at all levels.
A customer focused mindset that builds productive relationships and consistently delivers solutions aligned with stakeholder needs.
The ability to hold yourself and others accountable, ensuring commitments are met and work is executed with reliability and integrity.
Effective planning and prioritization skills to align daily work with organizational goals and manage competing demands efficiently.
Proficiency in data analytics and data visualization to interpret qualitative and quantitative information, uncover meaningful insights, and present findings through compelling reports and dashboards that support data driven decisions.

Education/Experience:
High school diploma or certificate of completion of secondary education or equivalent experience to the extent such experience meets applicable regulations.
Significant work experience and in-depth knowledge obtained through specialized training and relevant experience.

Key Attributes needed for this role:
Collaborative Mindset: Success in this role requires the ability to work seamlessly across teams and with senior leadership, fostering strong relationships and contributing to a cohesive, high-performing environment.
Strong Writing Skills: Clear, concise, and professional written communication is essential. Strong PowerPoint and Excel skills are needed in supporting global presentations and some basic data analysis.
Strong Organizational Skills and Attention to Detail: This role will require the selected candidate to be highly organized and capable of understanding and managing across many company dimensions. It is essential that the selected candidate is highly organized and capable of navigating and managing across multiple dimensions with precision and reliability to ensure the supported stakeholder maintains consistent communication and engagement with all other business partners.
Proactive Experience in Global Travel and Event Coordination: This role requires the selected candidate to have an experience and understanding for scheduling travel as the supported stakeholder will have intense and intricately coordinated travel.
Leadership Presence and Resilience: The Executive Assistant will be representing the supported Stakeholder across the organization. This will involve leading and coordinating with Executive Admins across business units to align on staff meetings, business reviews, travel priorities, and conflict resolution. The ideal candidate must be collaborative, confident, and composed—able to navigate a fast-paced environment.
Clear, Consistent, and Confidential Communication: Strong communication is critical to success in this role. The role requires comfort with regular engagement, including the ability to provide constructive pushback when necessary to support clarity and alignment.

Requirements for the position (candidate must have to be considered):
High School Diploma
5 years of stability at least
Past experience managing executives (5 years of experience)
Microsoft Office suite experience (comfortable using it)
Diverse Candidates

Preferences for position:
Bachelor’s Degree
Experience with AI tools or copilot

Interview process:
30 min zoom interview first and then would move to an onsite interview.

Compensation (for United States):
Please note that the salary range provided is a good faith estimate on the applicable range. The
final salary offer will be determined after considering relevant factors, including a candidate’s
qualifications and experience, where appropriate.

#TB_EN
#ZR

Why TalentBurst?
At TalentBurst, we deliver more than talent, we deliver outcomes. We partner with you to move quickly and connect you to opportunities aligned with your skills and long term growth.

Backed by precision, transparency, and results, we connect top talent with leading organizations through trusted partnerships.

We offer competitive compensation and comprehensive benefits, including medical, dental, vision, and retirement options.

TalentBurst is an equal opportunity employer committed to an inclusive and diverse workforce.

About the Company

T

TalentBurst, Inc.

For over 20 years, TalentBurst Inc. has been an award-winning provider of cutting-edge Workforce Management Solutions. With a strong commitment to staying ahead in the tech landscape, we pioneer innovative approaches to talent acquisition. Our expertise spans Life Sciences, and Healthcare Staffing, Banking, Financial, IT, and Engineering, as well as Global Employer of Record (EOR), Agent of Record (AOR), State, Local Government and Education (SLED), and IC validation/compliance services. Additionally, our division, TalentProcure, leads the industry with offerings such as High Hazard Payroll, Managed Services, and Vendor on Premise (VOP) solutions.

Due to our prioritization of excellent standards, we are Joint Commission Certified and are a certified Minority Business Enterprise (MBE) in the USA and Canada. Supporting over 130 Fortune 500 companies globally, we excel in navigating the landscape of talent acquisition. In a world of constant change, we embrace developing people-centric solutions that address the unique demands of our clients. Stay connected by visiting our website and following us on social media!

 

COMPANY SIZE
5,000 to 9,999 employees
INDUSTRY
Staffing/Employment Agencies
FOUNDED
2002
WEBSITE
http://www.talentburst.com/

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