Executive Assistant and Office Manager

The Company

Ultimate Technologies Group is a family-owned audio-visual technology company headquartered in Fishers, IN. UTG was founded in 2017 by co-owners Will and Tiffany O’Brien. Our purpose is to design, install, and service complex, high-performance, reliable AV technology commercially and globally. We focus on providing an easy user interface and industry-best service. We make virtual hybrid communication simple and consistent to help organizations communicate their stories with interactive digital experience centers. What differentiates UTG from the others is our obsession with matching our customers’ sense of urgency for rapid and effortless service. To accomplish this, we hire only the best talent - a mix of technical and interpersonal skills, with the desire and potential to grow to higher levels in the future to keep up with our growth. Our model has been well received and has fueled growth and loyalty with a customer retention rate of over 99%! 

Company Culture

Benefits

UTG's culture is distinct, emphasizing our values of service, constant experimentation, and transparent communication. We provide a motivating and collaborative environment in which team members can reach their full potential. Some of the celebrations and benefits you can look forward to are:

• Earned Best Places to Work 7 consecutive years!
• Annual performance-based increases and bonuses
• Full benefits
• Stock ownership
• Phone reimbursement
• Company van
• Internal promotions prioritized
• Summer and Christmas party
• Chili cook-off
• Service day
• Semi-casual attire
  
  

The Role

This role will support our Founder, Chief Executive Officer, and Chief People Officer. We are looking for a top performer to join our team, that consistently meets or exceeds expectations and is able to take on additional responsibilities and projects as needed. The ideal candidate will have experience providing support to multiple executives in a current or previous role. This position is primarily onsite at our office in Fishers with some flexibility for WFH days. This role will work closely with the entire leadership team, internal team, and external partners. As a result, the EA will gain broad exposure to UTG and its departments allowing for flexible advancement and opportunities for growth.

Job Duties

• Support the Founder, CEO and CPO (Potentially support additional executives in the future)
• Manage the CEO's email, reviewing and responding in a timely manner, understanding key internal and external stakeholders, and flagging emails to the CEO when appropriate
• Manage CEO's calendar protecting time that is blocked, ensuring he is prepared for each meeting and follows up on any tasks
• Independently initiate and implement processes to manage projects, information, and people
• Conduct research and information gathering on behalf of executives and prepare summaries and reports
• Use discretion, judgment, and knowledge of the organization to facilitate executives' activities and maintain confidentiality
• Plan and own company events, meetings, and parties and execute them with excellence, bringing joy to the employees and reinforcing our Best Places to Work culture. Seek to plan in advance and allow for last minute changes if needed.
• Manage the office at headquarters and order office supplies, food/beverages, shirts/bags/other key items for new team members in reinforcing our Best Places to Work culture
• Ensure office conference rooms/customer experience center are tidy and in working order
• Answer the office doorbell and greet incoming persons.
• Fully proficient using Microsoft Excel, PowerPoint, and Word
  
  

Background

• Minimum 2-5 years of experience in the role description, preferably to a CEO
• Call Screening
• Drafting Correspondence
• Internal Communications
• Prepares Management Reports
• Project Coordination
• Public Relations
• Excel Spreadsheet - Intermediate
• Document Creation
• General Data Analysis
• Inquiry Research/Response
• Business Communications
• Bachelor's Degree