DEFENDERS Sr Administrative Assistant to Director of Chairman Relations (DCR) in INDIANAPOLIS, Indiana


MISSION OF THE SENIOR ADMINISTRATIVE ASSISTANT: Reporting to the Director of Chairman Relations of DEFENDERS, the Senior Administrative Assistant will support the DCR in all aspects of the Executive Vice Chairman (EVC) and Board of Directors (BOD) workflow, to maximize productivity, efficiency and satisfaction.



  • Board of Director Support (60%)

  • Provide communications support for the EVC, the Board and other internal and external members of DEFENDERS. Communication should be conducted to strengthen relations between BOD and DEFENDERS leaders.

  • Interact in a positive and productive way with DCR, EVC, BOD, and DEFENDERS to maximize efficiency and productivity.

  • Assist in the agenda preparation process and timely distribution of agendas and supporting materials for Board and Board committee meetings, and development of other materials for EVC or Board Director review as appropriate.

  • Plan and coordinate logistical arrangements – BOD’s availability, space and facility needs; BOD’s travel, accommodations and meals as it pertains to business; supplies and media equipment for meetings of the Board and the Board's Committees. Manage expenses/budget/reimbursements.

  • Timely production and delivery of minutes, decisions made and actions from Board Committees and BOD Meetings.

  • Facilitate timely and informed review and decision-making by the Board. Track other information about the Board:

  • Director Fee and Meeting Attendance Payments

  • Director Committee Membership

  • Director Document Approvals

  • Collaborate with G&N committee chair to manage new Director orientation and annual learning program for all Directors.

  • Executive Vice Chairman Support (25%)

  • Productively and efficiently coordinate calendars and meetings, provide logistics, admin support.

  • Be a positive, well received representative of the EVC, DCR and BOD.

  • Manage all travel, expenses, miscellaneous support.

  • Director of Chairman Relations Support (15%)

  • Assist DCR in coordinating meetings (meeting materials, logistics, travel), and general admin support other than Board related as needed.


Background and Minimum Experience: The SENIOR ADMINISTRATIVE ASSISTANTwill have a background that includes:

  • Education – Bachelor’s degree preferred.

  • Minimum Experience – Minimum of 4 years’ experience in an administrative position.

  • Professional Experience

  • Excellent organizational and administrative skills, and a demonstrated ability to balance competing priorities, accomplish objectives, and meet deadlines.

  • Ability to manage and prioritize tasks and projects

  • An ability to exercise a high level of professionalism, judgment, discretion, and confidentiality, particularly regarding information about individuals.

  • Excellent written and verbal communications skills, and an ability to interact respectfully with diverse individuals.

  • Proficient with information technology including Outlook, Microsoft Office & Adobe Acrobat, and a willingness to explore and learn new technological solutions that can be used to facilitate Board meeting planning, event planning, communications, and the work of the Board and Executive Vice Chairman.

  • An understanding of the characteristics, best practices, and support needs of a Board.

  • Stay up to date with meeting/event industry trends.

Physical Qualifications: The SENIOR ADMINISTRATIVE ASSISTANTwill have physical qualifications that include:

  • Must be able to lift 25lbs.

  • Must be able to work under stress and interruptions.

  • Must be flexible to evening and weekend hours on occasion.

  • Must be able to travel (less than 15%).

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Job ID 2019-3650


Category TrueU