Executive Assistant

The dgs Marketing Engineers’ team influences every product you see and touch. We are a full-service, award-winning global communications agency with more than 36 years of results-driven experience for clients across North America and worldwide. With three of our key focus areas (culture, talent, clients) in mind, we are adding an Executive Administrator position to our team.   

The primary area of responsibility for the Executive Assistant is to support the agency’s C-level staff in a variety of capacities, including administration and account supervision.

Qualified candidates should have a minimum of 2-3 years of workplace experience and possess proven project management and organizational skills.

Ongoing Responsibilities

• Administrative support – Be an invaluable asset to the management team. Proactively support them with a variety of responsibilities including but not limited to:
  • Serve as a point of contact
  • Be a conduit for/coordinate communication to/from the management team
  • Help coordinate priorities/to-do list
  • Draft communication as needed
  • Calendar/schedule management as needed
  • Preparation and management of meeting materials and other documents as needed
  • Represent the management team in meetings as needed
  • Research as needed
  • Provide hospitality during client meetings and other guest visits as needed
  • Oversee special projects as needed
  • Miscellaneous tasks as needed
• Account management support – Working together with the management team, proactively support dgs clients in a variety of ways including but not limited to:
  • Send proofs, follow up with clients for information and/or to obtain feedback and approval
  • Answer client questions
  • Create and send estimates to clients
  • Get projects and revisions into production
  • Review work to ensure that it meets client and agency direction
  • Develop and maintain the status report
  • Contribute to the status meeting hot topic list for Mazak Corporation
  • Attend and participate in status meetings for Mazak Corporation, run the meeting if the CEO cannot attend
  • Complete billing worksheets and send client invoices
  • Research and draft the Mazak media plan and coordinate advertising placements
  • Create and send purchase orders and work with vendors to make sure projects are on schedule and meets dgs and client standards
• Workflow support – Working together with the management team, proactively support the workflow system with a variety of workflow responsibilities including but not limited to:
  • Monitor workflow traffic via the workflow system
  • Alert the management team and/or account managers to potential workflow issues
  • Participate in workflow/traffic-related training for new/existing employees as needed

Attributes and position requirements:

• Candidates must currently reside in, or be in the process of relocating to, the Indianapolis metropolitan area (our office is in Fishers, Indiana). We like knowing we can get together and break bread.
• Minimum 2-3 years’ workplace experience
• Emotional intelligence that adds to our team’s compatibility and clients’ experience.
• Effective verbal, written and non-verbal communication skills
• Accountable work ethic
• Ability to work well under multiple deadlines
• Detail-oriented
• High computer competency level and willingness to learn new software skills to complete job responsibilities.
• Ability to travel as necessary for trade show support

FAQs about the position:

• Starting salary range is $50,000-55,000.
• Our stated company values are advocacy, diversity, honesty, expertise, independence, loyalty and fairness.
• We enjoy a hybrid work schedule. We are in the office three days a week and work from home two days a week.
• Benefits? We’ve got them! Health insurance, 401K, vacation days, paid holidays, and flexible scheduling when needed.