Executive Administrative Assistant to CEO

Position: Executive Administrative Assistant to the CEO
Location: Indianapolis

Job Description

Position Overview
:

The Executive Administrative Assistant to the CEO serves as a trusted partner to the Chief Executive Officer and a central coordination point for executive operations at Keystone Cooperative. The role enables effective leadership, governance, and organizational alignment by providing high-level administrative support, coordinating Board of Directors activities, and facilitating communication across executive and senior management teams. This position calls for exceptional judgment, discretion, and confidentiality, as well as outstanding communication and organizational capabilities.

It also requires the capacity to navigate complex priorities in a fast-moving, highly collaborative setting.

Duties and Responsibilities
:
The following reflects management's definition of essential functions for this job but does not restrict the tasks that may be assigned. Management may assign or reassign duties and responsibilities to this job at any time due to reasonable accommodation or other reasons.

Including but are not limited to:

CEO Executive Support

• Manage all aspects of the CEO's calendar, travel, and meeting logistics to ensure effective use of time and alignment with priorities.
• Provide day-to-day executive administrative support, including correspondence, document preparation, meeting preparation, scheduling, and follow-up.
• Anticipate needs, proactively manage shifting priorities, and ensure seamless execution of CEO commitments.

Board of Directors Coordination

• Coordinate all activities and communications involving Keystone Cooperative's 20-member Board of Directors and 40-member Advisory Board.
• Serve as the primary point of contact between the CEO, Board members, and senior leadership.
• Coordinate Board and committee meetings, including calendars, agendas, materials, logistics, and follow-up actions.
• Manage Board communications and maintain governance documentation with a high level of professionalism and confidentiality.

Executive & Senior Leadership Coordination

• Coordinate with members of Keystone's Management Executive Council and Senior Management Team to support CEO priorities and organizational alignment.
• Facilitate executive-level communication, scheduling, and information flow.
• Support preparation and follow-up for executive leadership meetings, including materials and action tracking.

Executive Administrative Coordination

• Collaborate with and support other executive administrative professionals across Keystone Cooperative to ensure aligned and consistent executive support.
• Lead coordination, scheduling and backup coverage across executive offices.
• Uphold high professional standards and best practices within the executive administrative function.
• Serve as a central point for corporate office coordination, communication and operational alignment.

Skills and Qualifications
:

• Strong organizational, time-management, and prioritization skills.
• Exceptional written and verbal communication skills.
• High degree of integrity and professionalism.
• Advanced proficiency in Microsoft Office, presentation and collaboration tools.
• Trusted, discreet, and highly reliable.
• Proactive and anticipatory rather than reactive.
• Comfortable operating at the Board and executive leadership level.
• Detail-oriented with strong follow-through.
• Collaborative and respected across executive and senior leadership teams.
• Aligned with Keystone Cooperative values and culture.

Education and Experience
:

• Bachelor's degree or equivalent professional experience preferred.
• 10+ years of experience providing executive-level administrative support, preferably to a CEO or senior executive.
• Demonstrated experience coordinating outside Board of Directors activities and communications.