Senior Executive Administrator (Indy-Hybrid)

If you are wondering what makes TRIMEDX different, it's that all of our associates share in a common purpose of serving clients, patients, communities, and each other with equal measures of care and performance.

• Everyone is focused on serving the customer and we do that by collaborating and supporting each other
• Associates look forward to coming to work each day
• Every associate matters and makes a difference

It is truly a culture like no other — We hope you will join our team! Find out more about the available position below.

The Senior Executive Administrator provides executive level support for assigned senior leadership. This includes day to day support such as managing calendars, travel schedules, board of director meetings and interactions and reports as assigned, as well as being the administrative coordinator for organizational meetings (including but not limited to Town Hall and National Leadership Meeting). This role organizes and develops information and materials necessary for meetings, special projects, presentations, and reports. Collaborates across the organization to manage office activities and professionally represents TRIMEDX in all interactions by demonstrating a commitment to the TRIMEDX brand, vision, mission, and values.

Location: Indianapolis, Indiana; candidates must currently reside within a 70 mile range of Indianapolis. Our Central (Corporate) Office is located on the northwest side of Indianapolis. Eligibility for a flexible work arrangement will be considered (Hybrid). Candidate must be able to be on site at the Corporate Office in Indianapolis on a frequent basis (several days per week) and sometimes without advanced notice. Ability to travel approximately 10-15% is required.

Responsibilities

• Manage and organize schedules: Prioritizing, managing, and coordinating schedules for executives, committees, and board members in a way that represents TRIMEDX in a positive manner and is proactive.
• Plan travel: Making logistical arrangements and coordinating travel plans and itineraries that are error free. Includes being available to make adjustments and provide alternatives to travel plans as requested and as needed.
• Prepare communications: Draft and prepare presentations and communications for executives that demonstrate knowledge and understanding of the voice of the executive.
• Manage projects: Manage projects and activities for senior staff as requested.
• Write/draft reports: Write reports and correspondence as requested.
• Attend meetings: Attend meetings and take minutes and support as required with logistics. 
• Function as a liaison: Act as a liaison with internal and external groups.
• Support the CHRO and CEO in creating and reviewing content for organizational meetings including but not limited to National Leadership Meeting, Board of Director meetings, Town Halls and other strategic meeting content and creation support. Includes the follow-up from meetings to create responses for questions. Includes partnering to turn ideas into engaging content to ensure end user connection and understanding.
• Function as the administrative point of contact for organization wide meetings including National Leadership Meeting, Board of Director meetings – includes partnering with other admin to ensure that logistics and the interface with meeting attendees is seamless and creates a positive experience.
• Support designated executive/s with all administrative support needs.
• Perform additional support tasks: onboarding, coordinate meetings, prepare documents, take notes/minutes, send reminders/responses, maintain files, invoice approval, legal ticket prioritization.
• Organize and develop information and materials necessary for meetings, special projects, presentations, and reports.
• Collaborate with senior management and stakeholders to identify business projects; manage resource allocation, and the development of project deliverables as requested.
• Interface with board members, customer contacts, vendors, and community leaders with professionalism.
• Maintain assigned public areas (e.g. conference room, break room).
• Collaborate with other administrators to manage office activities and events.
• Eligibility for a flexible work arrangement will be considered. Candidate must be able to be on site at the Corporate Office in Indianapolis on a frequent basis and sometimes without advanced notice.
• Ability to travel approximately 10-15% is required.
• All other duties as assigned.

Skills and Experience

• Minimum 3 years of experience as a senior level executive administrator. Prefer 5 plus years of experience as a senior level executive administrator.
• Experience in a large (over $500m), nationally operated company with a distributed workforce. International experience would be a plus.
• Experience in supervision of support staff a plus.
• Proven and demonstrated experience with customer contact specifically customers, community leaders, and industry affiliates is required.
• Polished executive presence and a high level of professionalism required.
• Ability to maintain the highest levels of confidentiality in all circumstances.
• Demonstrated knowledge of Microsoft Office applications at an intermediate or advanced level.
• Ability to manage time and set priorities amidst multiple tasks and deadlines.
• Strong project management skills.
• Excellent organization and planning skills.
• Proven creativity and problem-solving skills.
• Strong written and verbal communication skills.
• Ability to work comfortably with all levels of the organization.
• Ability to deal with change and be flexible while still delivering results.
• Show a critical eye for attention to detail.
• Demonstrated proficiency in creating communications that support the voice of the author and align with the branding of the organization.
• Proven ability to create and produce information that is error free.
• Past and proven experience at effectively organizing both small- and large-scale meetings/events including organizing and planning all logistics.
• Experience with organizing meetings for a variety of audiences and personas including international audiences.
• Successful experience interacting with a Board of Directors including coordinating meetings, calendars, and materials.

Education and Qualifications

Associate’s degree in communication, marketing, journalism or other related field, or equivalent experience, is required. A bachelor’s degree in a related field is preferred. 

#LI-Hybrid

At TRIMEDX, we support and protect a culture where diversity, equity and inclusion are the foundation. We know it is our uniqueness and experiences that make a difference, drive innovation and create shared success. We create an inclusive workplace by actively seeking diversity, creating inclusion and driving equity and engagement.

We embrace people’s differences which include age, race, color, ethnicity, gender, gender identity, sexual orientation, national origin, education, genetics, veteran status, disability, religion, beliefs, opinions and life experiences.

Visit our website to view our full Diversity, Equity and Inclusion statement, along with our social channels to see what our team is up to: Facebook, LinkedIn, Twitter.

TRIMEDX is an Equal Opportunity Employer. Drug-Free Workplace.

Because we are committed to providing a safe and productive work environment, TRIMEDX is a drug-free workplace. Accordingly, Associates are prohibited from engaging in the unlawful manufacture, sale, distribution, dispensation, possession, or use of any controlled substance or marijuana, or otherwise being under the influence thereof, on all TRIMEDX and Customer property or during working/on-call hours.