Executive Assistant & Office Coordinator - Onsite Role based in Indianapolis, Indiana
Kodiak is seeking an experienced, full-time Executive Assistant & Office Coordinator able to work in a fast-paced, high-growth environment. This role will be based in our Indianapolis office and provide executive assistance to members of Kodiak’s Executive Team as assigned. Additionally, this person will also support day-to-day office operations for our Indianapolis, Indiana office. This person will report directly to the Chief Operating Officer.
KEY RESPONSIBILITIES
- Maintain an accurate and detailed calendar for executives supported, manage incoming scheduling requests, re-schedule meetings upon request, proactively communicate changes, and anticipate and respond to scheduling conflicts.
- Maintain flexibility in managing assignments and proactively address prioritization across executives supported.
- Organize internal and external meetings for executives supported, and those which occur in the Indianapolis office, including logistical and substantive preparation.
- Manage all travel scheduling and arrangements for executives supported.
- Track and reconcile monthly credit card statements and complete and submit expense reports in a timely manner.
- Ensure consistent and efficient interaction with other executive assistants across the organization; demonstrate poise and tact under pressure and handle matters with sound judgement and confidentiality.
- Manage the Indianapolis office to include ordering/stocking office and kitchen supplies, processing incoming/outgoing mail and shipments, answering phones, greeting visitors, and supporting the needs of local meetings.
- Handle routine building maintenance needs (e.g., lighting fixture replacement) as required.
- Escalate building and property management concerns (e.g., long-term power/equipment outages) to the COO and/or property manager.
- Plan and assist in managing office events, including those conducted off-site.
REQUIRED QUALIFICATIONS:
- 8+ years’ experience in an Executive Assistant role
- 2+ years’ in an Office management and support role
Proficiency with Microsoft Office, particularly MS Word, PowerPoint and Excel
- Must be able to maintain confidentiality on sensitive matters and follow HIPAA rules around information security
SUCCESS ATTRIBUTES
- Demonstrated ability to roll-up sleeves and work with team members in a hands-on capacity
- Possess a track record of success working and influencing a fast-paced, multi-unit / multi-region organization at all levels
- Manage multiple tasks at one time with proactive follow-up
- Strong verbal and written communication skills
- Strong organizational and planning skills
- Experience with Concur (Travel Planning & Expense Management) preferred
- Experience in a high growth company preferred
