Executive Administrator

Title: Executive Administrator 
Reports To: Chief Executive Officer (CEO) 
Location: Indianapolis 
Employment Type: Full-Time, Exempt 

Job Summary 

The Executive Administrator serves as the trusted right-hand to the CEO, providing high-level administrative and operational support to the CEO. This role is highly strategic, requiring exceptional organizational skills, attention to detail, and the ability to manage a wide range of priorities and constituents, including internal ELT, and external stakeholders, the Board of Directors, staff, and partners. 

Key Responsibilities 

Executive Support: 

• Manage the CEO’s calendar, schedule meetings, plan travel, and oversee daily activities to maximize efficiency and preparedness for each day’s challenges and opportunities. 

• Prepare and facilitate critical meetings, including agenda setting, material preparation, and coordination of participants. 

Communication & Liaison: 

• Act as the primary point of contact for internal and external stakeholders, fostering strong relationships and ensuring smooth communication between the CEO and all parties. 

• Draft, review, and prioritize correspondence, reports, and presentations on behalf of the CEO. 

Project & Event Coordination: 

• Oversee special projects and initiatives as assigned by the CEO, ensuring timely completion and effective collaboration with relevant teams. 

• Plan and coordinate executive events, board meetings, and organizational retreats. 

Information Management: 

• Manage confidential and sensitive information with the highest level of discretion and professionalism. 

• Maintain organized records, files, and databases for the CEO’s office. 

Office Operations: 

• Support administrative functions such as office supplies, equipment management, and expense reporting. 

• Ensure the office environment is clean, organized, and conducive to productivity by coordinating with facilities and cleaning staff as needed. 

• Identify and implement process improvements to enhance workflow and efficiency within the executive office. 

Strategic Collaboration: 

• Work closely with senior leadership and department heads to support organizational goals and initiatives. 

• Provide recommendations and consultation to improve teamwork and operational effectiveness. 

Qualifications & Experience 

• Bachelor’s degree in business administration, Communications, or a related field preferred. 

• Minimum of 10 years of experience in an executive assistant or similar administrative role, ideally supporting C-level executives. 

• Exceptional organizational, multitasking, and time management skills. 

• Strong written and verbal communication abilities. 

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with project management tools. 

• High level of integrity, professionalism, and discretion. 

• Ability to anticipate needs, think critically, and offer solutions proactively. 
  
• Strong problem-solving skills and attention to detail. 

Additional Expectations 

• Maintain strict confidentiality regarding all sensitive matters. 

• Ability to work independently and collaboratively in a fast-paced environment. 
• Flexibility to adapt to changing priorities and manage multiple projects simultaneously. 

Competencies: 

Accountability

Adaptability 

Applied Learning 

Business Acumen 

Collaboration 

Customer Focus 

Decision Making 

Driving for Results 

Initiating Action 

Planning and Organizing 

Technical/Professional Knowledge 

About the company:

Boards set the standard for what organizations can achieve. At OnBoard, our board management software helps boards function at a higher level so every organization can make a bigger difference in the world.

Launched in 2011, today, OnBoard serves as the board intelligence platform for more than 5,000 organizations and their 12,000 boards and committees in 60 countries worldwide. With customers in higher education, nonprofit, healthcare systems, government, and enterprise business, OnBoard is the leading board management provider.

OnBoard has grown from a class project at Purdue University in West Lafayette, Indiana in 2003 into the world’s leading board management software platform today. Backed by JMI Equity and the acquisitions of eScribe and Govenda, OnBoard is positioned to become the industry leader in Board Management and Meeting Solutions for private and public sector entities. 

 

Benefits and Perks: 

• Company provided equipment (laptop, software, etc.) 
• Employment with a growing, casual, fun, philanthropic minded company
• Employer paid extended health benefits, including health spending account (CAN based employees)
• US Based Employees
  • Comprehensive, high-quality medical/prescription drug plan options, as well as dental and vision plan offerings.   
  • An employer contribution to your Health Savings Account (HSA) if you participate in a High Deductible Healthcare Plan.  
  • Medical Flexible Spending Accounts available.   
  • Dependent Care Flexible Spending Accounts available.  
  • Basic life insurance in the amount of $50,000 or 1 X’s your salary (whichever is higher).  
  • Short and long-term disability and Accidental Death and Dismemberment benefits at no cost to you.  
  • 401K Retirement Savings Plan with automatic enrollment at the first of the month following 60 days of employment at 5% to help you secure your financial freedom. We offer a generous company match that starts on the first of the month following 60 days of employment. The company match is dollar for dollar on the first 3% of your pay that you contribute and $0.50 on the dollar on the next 2%, for a total match of 4%. 
  • Paid Time Off (PTO)/Holiday  

 

Diversity Statement - Culture of Togetherness:  

At OnBoard, our mission is to encourage and celebrate a culture of togetherness. We acknowledge that uniqueness is powerful, and we welcome, foster, and appreciate all. Diversity, Equity, and Inclusiveness fuel the Pathfinder atmosphere and all our efforts. Our power is in our people and we Pledge 1% to give back to our communities and across the globe.  

OnBoard is an equal opportunity employer and committed to a diverse and inclusive working environment. Passageways does not discriminate based on race, national origin, gender, gender identity, sexual orientation, protected veteran status, disability, age, or other legally protected status. For individuals with disabilities who would like to request an accommodation please email peopleops@passageways.com.