Executive Assistant & Office Coordinator
Kodiak Solutions - Indianapolis, IN
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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 RESPONSIBILITIESMaintain 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 role2+ years' in an Office management and support roleProficiency with Microsoft Office, particularly MS Word, PowerPoint and ExcelMust be able to maintain confidentiality on sensitive matters and follow HIPAA rules around information securitySUCCESS ATTRIBUTESDemonstrated ability to roll-up sleeves and work with team members in a hands-on capacityPossess a track record of success working and influencing a fast-paced, multi-unit / multi-region organization at all levelsManage multiple tasks at one time with proactive follow-upStrong verbal and written communication skillsStrong organizational and planning skillsExperience with Concur (Travel Planning & Expense Management) preferredExperience in a high growth company preferred
Created: 2024-09-16