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Executive Assistant

Location:Indianapolis, IN
Exempt/Non-Exempt:Exempt
Employment Type:Full Time
Company:Corporate
Description:The Executive Assistant will support multiple executives in a corporate office, with an emphasis on the finance and accounting department. The role is best suited for a mature, collaborative and technically minded individual that is comfortable working in a pooled support environment. This role will play a significant part in transforming an office to a paperless and electronic environment and provide administrative to a team of seasoned executives.

For over 80 years, The Heritage Group (THG) has managed a diverse set of prominent companies involved in the highway construction, environmental services, oil refining & specialty chemicals industries and fuel distribution industry. This vast experience combined with a team management style, allows for the diversity of a large conglomerate and the personal service of a smaller, customer-focused organization. THG is a growth-oriented company with operations in North America, Europe and Asia and a customer network that spans the globe. As a family-owned business, a long-term financial approach and conservative investment philosophy has placed THG on a solid foundation to pursue growth opportunities as they appear. The organization has a creative culture, always searching for opportunities and researching industry-changing solutions. The company has grown impressively over the past 30 years both organically and by acquisition, often turning around distressed businesses.

THG's growth has been enabled by a positive culture comprised of the following characteristics: entrepreneurial and decentralized, lean and nimble, informal and non-hierarchical, loyal and supportive. THG is a builder of businesses and is well positioned financially to continue to grow effectively. The company is very family oriented and treats employees amazing!

As a company, we look for individuals that demonstrate strength in Intuition and Analysis, Making an Impact and Working with Others.
Duties: Provide Administrative support to Executive Vice President, Chief Financial Officer, Accountants, Tax Department and other Corporate Executives.
Lead efforts to create a streamlined document flow to an electronic format. Convert paper files to electronic files.
Maintain all files, records and checkbooks for trust accounts. Perform on-line banking. Coordinate distributions upon request. Process scheduled distributions quarterly, semi-annually and annually. Monthly recording of checkbook transactions recorded to Excel. Prepare and distribute year end reporting to auditors. Quarterly tax payments to IRS/States.
Maintain and distribute quarterly reporting to Trustees.
Maintain electronic records and distribute corporate financial statements.
Draft response for executive correspondence.
Support multiple executives on filing, general office organization, work flow and events calendaring.
At the direction of accountants, prepare required reporting for auditors. Receive, distribute and file audit reports. Coordinate and maintain files for release of audited financial information.
Coordinate annual disclosures for officers and key executives of the company for operation of assets in outlying state.
Maintain corporate insurance of individuals.
Purchasing of office supplies.
Qualifications: Associates degree preferred.
Minimum of five years of experience in an executive assistant or support role in a corporate finance/accounting department or similar environment.
Trustworthy and competent in handling highly confidential information/materials.
Possess outstanding organizational skills.
Ability to work under pressure and manage multiple projects, while supporting multiple executives.
Proficient in Word, Excel, Adobe and PowerPoint.
Demonstrated ability to build relationship and work in a collaborative and team based environment.
Demonstrated ability to utilize technology to create streamlined processes and efficiency.
Notary public in the State of Indiana.


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