Executive Assistant

Role Overview

The Executive Assistant (EA) is a key operational partner within Ren's shared administrative support team, delivering high-level assistance to senior leaders. This position demands independent decision-making on important issues, proactive management of executive priorities without direct instructions, and trusted judgment in administrative and operational matters.

Core Responsibilities

• Manage and prioritize multiple executive calendars autonomously, resolving scheduling conflicts and improving efficiency without constant oversight.
• Draft, finalize, and send communications on behalf of executives, carefully determining tone and content, and serve as a liaison for stakeholders while deciding what information is shared or escalated.
• Oversee meeting logistics, prioritize agendas, prepare materials, and track action items with discretion and authority to adjust as needed.
• Organize complex domestic and international travel, balancing vendor choices, costs, and contingencies in alignment with company policies and executive preferences.
• Leverage AI productivity tools such as ChatGPT, Claude, and Copilot to streamline workflows including drafting, research, summarization, and automation.
• For the designated onsite EA at the Indianapolis headquarters, manage day-to-day office operations, vendor relations, supplies, facilities, and visitor protocols effectively within budgetary and procedural guidelines.
• Develop and maintain robust document systems, exercise judgment on access and retention, and produce critical documents and presentations with minimal executive input.
• Administer the full scope of expense reporting, ensuring compliance, accurate categorization, budget monitoring, and anomaly detection without frequent escalation.
• Lead planning and execution of executive events, leadership retreats, and company-wide initiatives, making independent decisions on vendors, budgets, logistics, and onsite problem-solving.
• Collaborate closely with other executive assistants to coordinate schedules, share priorities, and maintain seamless organizational support.
• Represent assigned executives professionally in communications, maintaining confidentiality and exercising discretion on sensitive information, shaping relationships based on trust.
• Perform additional duties as required.

Qualifications & Experience

• Associate's degree is essential; Bachelor’s degree is preferred.
• A minimum of 2 to 4 years supporting senior leadership independently, demonstrating decision-making capability without supervision.
• Experience managing support for multiple executives or within a shared services model is mandatory.
• Proficiency and comfort in utilizing AI productivity tools (e.g., ChatGPT, Claude, Copilot) for drafting and research tasks.
• Strong skills in professional written and verbal communication, demonstrating ability to manage internal and external correspondence effectively.
• Exceptional organizational skills with the aptitude to prioritize competing tasks efficiently across several executives.
• Ability to handle confidential and sensitive information with the utmost professionalism.
• Adaptability to fast-changing priorities in an entrepreneurial setting, willing to cover varying executive needs within a shared EA environment.
• Proficient with Microsoft 365 Suite (Outlook, Word, Excel, PowerPoint, Teams) and video conferencing tools such as Zoom and Teams; familiarity with expense or project management software is advantageous.
• For the onsite EA role, previous experience in office operations, vendor and supply management, or serving as an office liaison is preferred.

Additional Information

Ren is committed to equal employment opportunities and considers candidates irrespective of race, color, religion, sex, national origin, disability, veteran status, or any legally protected characteristic.