Executive Assistant

Job Description

Job Description

Job Title : Executive Assistant

Location : Indianapolis, IN

Reports To : Executive Director

Employment Type : Full-time

Job Overview :

Founded in 1993, Marion County Commission on Youth (MCCOY) is a key intermdiary not-for-profit organization serving youth-services organizations through greater Indianapolis.

Our mission is to champion the positive development of youth through community and systems change. Our vision is a community where every young person has equitable opportunities to learn, grow, and thrive.

We serve the community through information, connection, capacity building and advocacy.

We are seeking a proactive and detail-oriented Executive Assistant to support our Executive Director and MCCOY's team in general.

The successful Executive Assistant will facilitate the efficient operation of our organization. The ideal candidate will have exceptional organizational skills, strong communication abilities, comfort with financial reporting and transaction processing, and a commitment to maintaining the highest levels of confidentiality.

This position is a crucial support role that involves coordinating with external vendors regarding bookkeeping, bill paying, financial reporting, HR and employee management, and technology management, coordinating the logistics of meetings and events, and serving as a key point of contact for internal and external stakeholders.

Key Responsibilities :

Project oversight : Oversee the executive of office and organizational project as assigned by the Executive Director, examples would include facilities renovation and maintenance; online file management

Coordinate financial reporting and transactions : Organize and coordinate weekly A / P and A / R with MCCOY's outside bookkeeper and accountant, including organizing required documentation for our annual audit

• Communication : Serve as the primary point of contact between executives and internal / external parties, handling inquiries, correspondence, and stakeholder interactions professionally and discreetly.
• Meeting and Event Coordination : Arrange and prepare for events and meetings, including arranging logistics, communications with participants, registration and all needed follow up.
• Documentation : Prepare and edit reports, presentations, and other documents as required, ensuring accuracy and professionalism in all materials.
• Project Support : Assist with various projects and initiatives, conducting research and gathering information as needed.
• Administrative Support : Perform general administrative tasks, such as filing, data entry, expense reporting, and office management duties.
• Confidentiality : Handle sensitive information with the utmost discretion and maintain confidentiality across all interactions and documentation.
• Relationship Management : Build and maintain positive relationships with key stakeholders, both internal and external, to foster effective collaboration and communication.

Qualifications :

• Bachelor’s degree in Business Administration or a related field preferred.
• 3+ years of experience as an executive assistant or in a similar administrative role.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• Proficient in Quickbooks - at a minimum demonstrated familiarity with accounting software
• Strong organizational skills with the ability to manage multiple priorities and deadlines effectively.
• Exceptional written and verbal communication skills.
• High level of discretion and professionalism in handling confidential information.
• Ability to work independently and as part of a team, demonstrating initiative and problem-solving skills.
• Familiarity with office management procedures and basic accounting principles is a plus.

What We Offer :

• Competitive salary and benefits package including a 401(k) with a company contribution
• Opportunities for professional development and growth
• A collaborative and positive work environment
• Generous PTO and hybrid work schedule

Join Our Team :

We are committed to creating a diverse and inclusive workplace. We encourage applications from individuals of all backgrounds and experiences.

If you are a motivated professional looking to contribute to our success, we want to hear from you!

Marion County Commission on Youth, Inc. is an equal opportunity employer.