Corporate & Office Administrator at Insects Limited – Westfield, Indiana

We are looking for a proactive, detail-oriented Corporate & Office Administrator to serve as a key partner to our CEO and leadership team while keeping our office running smoothly. This role touches all areas of the company, from accounting and operations to events and culture, and is perfect for someone who thrives in a dynamic, collaborative environment. You will have direct exposure to executive leadership, providing critical support that drives our focus and impact.

You’ll thrive in this role if you are energized by:

• Being the "Go-To" Person: You love being the central hub of an office where people look to you for answers, solutions, and a positive start to their day.
• The Art of Anticipation: You get a "win" from solving a problem before leadership even knows it exists—whether it’s a calendar conflict or a supply shortage.
• Variety and Velocity: You prefer a "no two days are the same" environment where you can pivot from deep-focus accounting work to high-energy event planning.
• Creating Order from Chaos: You find deep satisfaction in taking a messy process or a cluttered file system and turning it into a streamlined, efficient machine.
• High-Stakes Collaboration: You enjoy working closely with executive leadership and feel motivated by knowing your support directly impacts the company’s biggest goals.

Who we are:

We provide products and services for protecting stored food, grain, museum collections, tobacco, and fiber worldwide from insects. While we have been around for more than 40 years, we are a small company with a startup vibe. We use EOS (Entrepreneurial Operating System) extensively.

What You’ll Do:

Office Operations and Administration

• Process Excellence: Create, document, and maintain efficient office procedures and training tasks using NetSuite, 90.io, and Microsoft 365.
• Facility Management: Oversee vendor relationships (IT, cleaning, utilities), office supply inventory, and facility maintenance.
• Front-Office Experience: Manage reception, incoming/outgoing mail, and guest greetings to ensure a professional environment.
• Information Management: Organize and secure physical and digital filing systems for easy team access.
• Operational Support: Partner across departments to resolve administrative bottlenecks and improve day-to-day efficiency.

Department Support

• Accounts Receivable: Manage invoicing, post payments, and handle billing inquiries to ensure timely revenue collection.
• Sales & Logistics Liaison: Process phone orders and coordinate payment/shipping status with sales and warehouse teams.
• Process Auditing: Own the regular review, documentation, and team retraining of all company processes.
• Special Projects: Support cross-functional initiatives, including conference hosting, research, and data entry.

Executive and Leadership Support

• Strategic Calendaring: Manage the CEO’s calendar, email, and travel itineraries, acting as a key gatekeeper and liaison.
• Executive Briefings: Draft professional correspondence and prepare high-quality materials for meetings and presentations.
• Accountability Tracking: Set reminders and follow up on leadership commitments to ensure deadlines are met organization-wide.
• Financial Admin: Prepare detailed expense reports and track reimbursements in compliance with company policies.

Events and Culture

• Event Logistics: Lead the planning and execution of internal/external events, meetings, and culture-building initiatives.
• Meeting Facilitation: Serve as the official note-taker in key meetings, capturing decisions and action items for follow-through.
• Culture Advocacy: Coordinate activities that foster team collaboration and a "best-in-class" employee experience.

Skills & Experience

• 3–5 years of experience in office management, executive support, or a similar administrative role.
• Proficiency in Microsoft 365 (Outlook, Excel, Word) and ERP systems (NetSuite preferred).
• Demonstrated experience in bookkeeping or accounts receivable functions.
• Exceptional written and verbal communication skills.

Core Competencies

• Proactivity: Anticipating leadership and office needs before they arise.
• Discretion: Handling confidential executive and company information with high professional judgment.
• Flexibility: Adapting quickly to shifting priorities and last-minute changes.
• Detail-Orientation: Maintaining high accuracy in data, scheduling, and documentation.

Physical Demands

• Ability to remain stationary for extended periods of computer work and perform repetitive hand movements.
• Occasional lifting of office supplies or packages (up to 20 lbs).