Executive Assistant

The Executive Assistant serves as the primary operational and logistical partner to the Chief Executive Officer of RJL Solutions. This role is responsible for helping the CEO navigate a fast-paced, high-demand schedule while ensuring seamless coordination between executive priorities, travel, meetings, communication, and daily execution.

This individual will operate as an extension of the CEO—managing logistics, anticipating needs before they arise, coordinating executive scheduling, supporting high-level meetings and political engagement, and ensuring the CEO can remain focused on leadership, strategy, and relationship-building.

The ideal candidate is highly organized, professional, adaptable, politically aware, calm under pressure, and energized by fast-moving environments. This person must be comfortable traveling frequently, working in political and government settings, handling confidential information, and operating with a high level of responsiveness and discretion.

This role reports to the Vice President of Strategic Initiatives and works closely with the CEO and executive leadership team.

KEY RESPONSIBILITIES:

‍
Executive Support & Calendar Management

• 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.
• Assist 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 Coordination & Executive Logistics

• Travel regularly with the CEO for meetings, events, legislative activities, conferences, and client engagements.
• 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.
• Serve as the CEO’s primary logistical support during travel days and high-volume meeting schedules.
• Provide transportation support for the CEO when needed to allow continued productivity during travel and executive calls.

Political & Government Relations Support

• Develop a foundational understanding of Indiana government, legislative processes, public affairs, and policy development.
• 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.
• Demonstrate a strong interest in learning the public affairs, advocacy, and economic development industries.

Operational & Administrative Coordination

• Support operational workflows related to executive functions, including credit card reporting, expense tracking, travel documentation, and executive administrative processes.
• Assist 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.

Relationship Management & Executive Presence

• 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.