Executive Assistant

Key Responsibilities

• Serve as the primary point of coordination for the CEO’s day-to-day schedule, priorities, and logistics.
• Manage complex executive calendars for the CEO and C-Suite, including scheduling, preparation, travel coordination, and real-time schedule adjustments.
• Anticipate scheduling conflicts, logistical challenges, and shifting priorities before they become issues.
• Prepare the CEO for meetings by coordinating agendas, gathering background materials, preparing briefing documents, and ensuring all necessary follow-up occurs.
• Aid the CEO in navigating daily priorities minute-by-minute in a fast-paced and highly dynamic environment.
• Maintain consistent communication with internal staff, clients, elected officials, community leaders, and strategic partners on behalf of the executive team.
• Manage confidential executive communications and sensitive business matters with professionalism and discretion.
• Travel regularly with the CEO for meetings, events, legislative activities, conferences, and client engagements.
• Carefully coordinate all travel logistics including transportation, accommodations, itineraries, meeting preparation, and schedule execution.
• Frequently accompany the CEO to Indianapolis, particularly during Indiana legislative session, as well as periodic travel to Washington, D.C., Evansville, and other locations as needed.
• Support the executive team in political, legislative, and government-related environments with professionalism and confidence.
• Assist in coordinating meetings with elected officials, government agencies, lobbyists, and strategic stakeholders.
• Track priorities, conversations, follow-ups, and relationship management related to government affairs and executive initiatives.
• Support operational workflows related to executive functions, including credit card reporting, expense tracking, travel documentation, and executive administrative processes.
• Aid in maintaining organization across executive priorities, projects, and follow-up items.
• Coordinate executive meetings, retreats, board meetings, and strategic planning sessions.
• Take executive-level meeting notes and ensure accountability on follow-up action items.
• Support office operations and executive coordination efforts as needed.
• Represent RJL Solutions professionally in high-level environments including legislative offices, government meetings, community events, and executive engagements.
• Build strong working relationships with internal team members, clients, elected officials, and external stakeholders.
• Maintain professionalism, responsiveness, and composure in high-pressure or rapidly changing situations.
• Operate with a high degree of loyalty, adaptability, and commitment to supporting executive success.

Qualifications

• Bachelor’s degree preferred in business, communications, political science, public affairs, or related field.
• 3–7 years of experience in executive support, operations, public affairs, project coordination, or similar high-level administrative roles preferred.
• Proficiency in Microsoft applications including Word, Excel, PowerPoint, Teams, etc.
• Exceptional organizational and time management skills.
• Strong ability to anticipate needs and think proactively.
• Comfortable working in political, government, and executive leadership environments.
• Ability to multitask and manage rapidly changing priorities in a fast-paced setting.
• Strong written and verbal communication skills.
• Ability to maintain confidentiality and discretion at all times.
• Willingness and ability to travel frequently, including occasional evenings and weekends.
• Valid driver’s license and comfort driving for extended periods as needed.
• High emotional intelligence, professionalism, and executive presence.

Additional Details & How to Apply

This is a salaried position based out of our Terre Haute, Indiana office with frequent travel requirements and a high level of executive accessibility. Some evenings, weekends, and overnight travel are expected.

This role is designed for an individual who thrives in fast-paced environments and understands that their primary responsibility is to help the CEO operate at the highest level possible.

To apply, please submit your cover letter, resume, and professional references to Team@RJLSolutions.com.

INDIANAPOLIS
150 West Market Street, Suite 700
Indianapolis, IN 46204

Terre HAUTE
1125 Wabash Avenue
Terre Haute, IN 47807

EVANSVILLE
318 Main Street, Suite 502
Evansville, IN 47711

WASHINGTON, D.C.