CRITICALSKILLSAND ABILITIES

• Ability to maintain confidentiality and manage sensitive information discreetly
• Excellent organization, prioritization, and multi-tasking skills
• Strong attention to detail and follow-through
• Executive-level communication (verbal and written)
• Advanced time management and collaboration across departments
• Proactive mindset with curiosity, creativity, and continuous improvement focus
• Strong interpersonal skills with a desire to help others thrive

EDUCATION/EXPERIENCE

• Expert-level proficiency in Microsoft 365 (Outlook, Excel, Word, PowerPoint)
• Previous Executive Assistant experience supporting senior leaders required
• Demonstrated knowledge and expertise using technology to execute key processes
• Familiarity with contract management and billing systems is a plus
• Active Notary Public commission required in the state of Indiana; employer will support certification if needed
  Location Code: A7

RESPONSIBILITIES

Responsibilities

• Executive Support (40%)

Manage dynamic calendars for CHRO, CLO, and CFO with additional support to their direct reports
Prepare and submit detailed and accurate expense reports
Draft, review, and proofread communications, presentations, and documents
Compile executive reports and analytics as needed
Prepare meeting agendas and materials; take and distribute minutes with follow-up actions
Serve as point of contact for internal and external stakeholders interacting with executives
Support invoice tracking, routing, and follow-up
Maintain digital and paper filing systems with supporting documentation

Provides administrative and material support for Board of Directors and associated Committee meetings

• Board of Directors Support (5%)

Provides administrative support to CLO in their Corporate Secretarial duties
Supports CHRO, CLO and CFO with board and committee material development and maintenance

Partners with other administrative professionals to address other board related needs

• Legal Vendor Management & Billing (10%)

Maintain a centralized log of all active legal vendors and contracts
Track vendor compliance with billing guidelines and rate agreements
Review, process and reconcile invoices from legal vendors; ensure accuracy and alignment with service terms
Coordinate with Accounts Payable and Legal team to ensure timely payments and dispute resolution
Monitor legal spend and assist with monthly and quarterly budget tracking

Support implementation and maintenance of any e-billing platforms or tools

• Talent Development Team Support (20%)

Administer Anniversary and Promotion recognition processes
Support Corporate Associate onboarding logistics
Prepare materials for training, talent reviews, and executive communications

Coordinate with executives on talent-related presentations (e.g., Talent Profiles, Thank You notes)

• Corporate Office Associate Appreciation (5%)

Provide administrative support for Corporate Engagement and Pre-Shift Planning Teams
Order and coordinate logistics for company-provided lunches and events
Take and distribute meeting notes; track follow-up items and deliverables

Coordinate logistics and materials for both in-person and virtual team events

• Learning Management System (LMS) Administrator (20%)

Act as a subject matter expert for the LMS, providing guidance and troubleshooting to ensure smooth learning experience for all associates
Serve as primary administrator for LMS (Infor), handle end-user issues, testing, and upgrades
Load, update, and manage learning content and courses
Create and distribute compliance reports and learning dashboards
Maintain issue logs and escalate with LMS vendors as needed
Other Information