The Agency Indy is hiring: Executive Assistant in Zionsville

The Executive Assistant to the Owner and Managing Partner plays a pivotal role in ensuring the seamless operation of daily business activities and supporting strategic priorities. This individual will work closely with ownership to provide high-level administrative support, coordinate critical initiatives, and help maintain the elevated standard of excellence that defines our boutique brokerage.

This role is ideal for a proactive, detail-oriented professional who thrives in a dynamic, fast-paced environment, and who takes pride in anticipating needs, maintaining discretion, and creating structure that allows the business to run smoothly.

Key Responsibilities

• Executive Support: Provide direct administrative assistance to the Owner and Managing Partner, including (but not limited to) calendar management, meeting coordination, travel arrangements, and daily task prioritization.
• Operational Coordination: Act as a key liaison between ownership and internal teams, ensuring timely follow-up, clear communication, and flawless execution of strategic priorities.
• Communication and Correspondence: Help draft, edit and/or manage internal and external communications, including emails, letters, presentations, and meeting notes, while maintaining a polished and professional tone.
• Project Support: Assist in coordinating special projects, events, and strategic initiatives, ensuring deadlines are met and details are executed to the highest standard.
• Meeting Preparation and Follow-Through: Prepare agendas, supporting materials, and presentations for meetings. Record notes, track action items, and ensure timely follow-up.
• Confidentiality and Professionalism: Handle sensitive information with the utmost discretion and professionalism, serving as a trusted representative of the Owner and the firm.
• Office and Administrative Support: Provide general administrative assistance, including document preparation, expense tracking, filing, and light office management as needed.

Qualifications & Experience

• Bachelor’s degree preferred.
• 2+ years of administrative or executive assistant experience; real estate, professional services, or luxury/hospitality industry experience a plus.
• Exceptional organizational and time management skills, with the ability to balance multiple priorities gracefully.
• Strong written and verbal communication skills with a polished, professional demeanor.
• Proven ability to handle confidential information with discretion and sound judgment.
• Tech-savvy and comfortable learning new systems; proficiency in Microsoft Office Suite and CRM tools required.
• Highly reliable, proactive, and resourceful with strong follow-through.
• Ability to anticipate needs and operate several steps ahead in a fast-moving environment.
• A collaborative, service-oriented mindset with a positive attitude and high standard for excellence.
• Active real estate license or willingness to obtain one is preferred.

The Agency is a global, boutique real estate brokerage representing a portfolio of properties across the world’s prime markets and celebrated destinations. The Agency is one of the fastest-growing luxury, boutique brands in the world. Our clients and agents benefit from our international team across in-house creative, public relations, and technology. The Agency has closed more than $60 billion in real estate transactions since 2011, comprising over 150+ offices in 11 countries and counting.