Indiana executive assistant employment contract template

Indiana Executive Assistant Employment Contract

This Indiana Executive Assistant Employment Contract (the "Agreement") is made and entered into as of [Date] by and between:

• [Employer Legal Name], a [State of Incorporation] corporation with its principal place of business at [Employer Address] ("Employer"), and
• [Employee Legal Name], residing at [Employee Address] ("Employee").

1. Position and Duties

• The Employer hereby employs the Employee as a full-time Executive Assistant.
• The Employee's duties will include, but are not limited to:
  • High-level calendar and schedule management for executive(s).
  • Travel coordination (domestic and international) including booking travel, creating itineraries, and managing expense reports.
    • Option A: Travel expense reports will be submitted [Frequency - e.g., weekly, monthly].
    • Option B: Travel expenses exceeding [Dollar Amount] require pre-approval.
  • Management of confidential correspondence and official documentation.
  • Meeting organization and minute-taking.
    • Option A: Minutes will be distributed to attendees within [Number] business days.
  • Project tracking and follow-up.
  • Gatekeeping and protocol management for executive visitors and callers.
  • Preparation of executive-level presentations and reports.
  • Handling of sensitive information and document archiving per employer policy and regulatory requirements.
  • Liaison roles with departments, clients, and stakeholders.
  • Procurement or management of office supplies and executive needs.
  • Assistance with personal tasks as specified by the executive(s).
    • Option A: Personal tasks will not exceed [Percentage]% of the Employee’s work time.
    • Option B: Personal tasks are subject to prior approval by [Designated Manager].
• The Employee will report directly to [Executive Name] and, on a dotted-line basis, to [Manager Name], if applicable.

2. Work Location and Remote Work

• The Employee's primary work location is [Employer Address] in Indiana.
• Remote Work:
  • Option A: The Employee is not eligible for remote work.
  • Option B: The Employee is eligible for a hybrid work arrangement, working remotely [Number] days per week, subject to Employer approval and technology availability.
• If remote work is permitted:
  • The Employer will provide the following equipment: [List of Equipment].
  • The Employee is responsible for maintaining a secure and private workspace.
  • The Employee must adhere to all Employer data privacy and security standards.
  • Option A: The Employer will reimburse the Employee [Dollar Amount] per month for home office expenses.
  • Option B: The Employer will not reimburse the Employee for home office expenses.

3. Employment Classification and Hours

• Option A: The Employee is classified as a full-time, exempt employee. The Employee's duties meet the requirements for exemption under the Fair Labor Standards Act (FLSA) and Indiana Wage and Hour Law.
• Option B: The Employee is classified as a full-time, non-exempt employee.
• Expected weekly work hours are [Number].
• Standard operating days/times are [Days of the Week], [Start Time] to [End Time].
• On-Call Expectations:
  • Option A: The Employee is not required to be on-call.
  • Option B: The Employee is required to be on-call [Frequency - e.g., one week per month], and will be compensated as follows: [Compensation Details].
• If non-exempt: Overtime will be paid at a rate of one and one-half times the Employee's regular rate of pay for all hours worked over 40 in a workweek, consistent with Indiana law. All overtime must be pre-approved by [Designated Manager].

4. Compensation

• Option A: Annual Salary: The Employee's annual salary is [Dollar Amount], payable [Frequency - e.g., bi-weekly].
• Option B: Hourly Rate: The Employee's hourly rate is [Dollar Amount], payable [Frequency - e.g., bi-weekly].
• Method of Wage Payment: [Direct Deposit/Check].
• Wage Deduction Consent: The Employee authorizes the Employer to make lawful deductions from their wages as required by law or agreed upon in writing.
• Bonus:
  • Option A: The Employee is eligible for a discretionary bonus based on performance and company profitability. The criteria for determining the bonus amount are [Bonus Criteria].
  • Option B: The Employee is not eligible for a bonus.

5. Benefits

• The Employee is eligible for the following benefits, subject to the terms and conditions of the Employer's benefit plans:
  • Group Health Insurance: Eligibility begins after [Number] days of employment. Employee cost sharing is [Percentage]%.
  • Dental Insurance: Eligibility begins after [Number] days of employment. Employee cost sharing is [Percentage]%.
  • Vision Insurance: Eligibility begins after [Number] days of employment. Employee cost sharing is [Percentage]%.
  • Retirement Plan (401(k) or similar): Eligibility begins after [Number] months of employment. Employer matching is [Matching Details]. Vesting schedule is [Vesting Schedule].
  • Paid Vacation: The Employee will accrue [Number] days of paid vacation per year.
  • Paid Holidays: The Employee will be entitled to paid time off for the following holidays: [List of Holidays].
  • Personal/Sick Leave: The Employee will accrue [Number] days of personal/sick leave per year. Accrual, usage, and carryover are subject to Employer policy.
  • Time Off for Family/Medical Leave: Consistent with FMLA and any applicable Indiana-specific leave requirements.
  • Option A: Professional Development/Training Reimbursement: The Employer will reimburse the Employee up to [Dollar Amount] per year for approved professional development expenses.
  • Option B: Cell Phone/Data Stipend: The Employer will provide a cell phone/data stipend of [Dollar Amount] per month.
  • Option C: Mileage Reimbursement: The Employee will be reimbursed for mileage at the current IRS rate for work-related travel.
  • Option D: Severance Pay: In the event of termination without cause, the Employee will receive [Number] weeks of severance pay. (Note: Severance pay is not legally required in Indiana unless previously agreed upon).

6. Employer Property

• All documents, files, materials, contacts, and intellectual property developed or accessed by the Employee during employment are the exclusive property of the Employer. The Employee acknowledges they have no personal ownership rights.

7. Confidentiality and Data Security

• The Employee acknowledges that they will have access to confidential and proprietary information of the Employer and its clients. The Employee agrees to maintain the confidentiality of such information both during and after employment.
• The Employee will follow all Employer protocols for safeguarding sensitive data.
• The Employee must immediately report any suspected or actual breach of confidentiality or data security.
• The Employee must handle all communications and physical documents securely.
• Third-party disclosures are prohibited without express executive or legal approval.

8. Conflict of Interest and Outside Activities

• The Employee must obtain written approval from the Employer before engaging in any outside paid activities, board memberships, or professional engagements.
• The Employee will not engage in any activity that could conflict with their duties as an Executive Assistant or compromise confidential information.

9. Conduct and Ethics

• The Employee will maintain a high level of professionalism in all dealings with executives, staff, clients, and vendors.
• The Employee will adhere to the Employer's code of conduct.
• The Employee will treat all external and internal stakeholders with respect.
• The Employee will comply with all technology and security protocols.

10. Policy Compliance

• The Employee will comply with the Employer's employee handbook and all process documentation relevant to their role.

11. Background Checks, Drug Screening, and Reference Checks

• This offer of employment is contingent upon successful completion of a background check, drug screening, and reference checks, consistent with Indiana employer standards. The Employee consents to these checks.

12. At-Will Employment

• The Employee's employment is at-will, meaning that either the Employee or the Employer may terminate the employment relationship at any time, with or without cause or notice, subject to any minimum notice period required by Employer policy.
• Resignation: The Employee agrees to provide [Number] weeks' written notice of resignation.
• Immediate Termination: The Employer may terminate the Employee's employment immediately for cause, including but not limited to gross misconduct or legal violations.
• Upon termination, the Employer will pay the Employee all wages owed, consistent with Indiana law regarding final wage payments. The Employer will also pay out any accrued, unused vacation/leave, if required by Employer policy.
• The Employee will return all Employer property, including electronic devices, keys, records, and confidential documents.

13. Transition and Handover

• Upon departure, the Employee will cooperate with the Employer to ensure a smooth transition of their duties. This includes handing over access credentials and sensitive information.

14. Post-Employment Obligations

• Confidentiality: The Employee's obligation to maintain the confidentiality of the Employer's confidential information continues after termination of employment.
• Non-Solicitation: The Employee agrees not to solicit the Employer's clients, vendors, or employees for a period of [Number] months following termination of employment. This clause is intended to be reasonable in scope and duration and compliant with Indiana law.
• Non-Compete: [Note: Indiana generally disfavors non-competes for non-executive roles but allows reasonable restrictions where supported by legitimate employer interests.]
  • Option A: There is no non-compete agreement.
  • Option B: The Employee agrees not to engage in employment with a direct competitor of the Employer within a [Number] mile radius of [Location] for a period of [Number] months following termination of employment. This restriction is limited to activities that are directly competitive with the Employee's role at the Employer.

15. Non-Discrimination, Harassment, and Retaliation

• The Employer prohibits discrimination, harassment, and retaliation based on race, color, religion, sex (including pregnancy, sexual orientation, and gender identity), national origin, age (40 or older), disability, genetic information, or any other characteristic protected by federal or Indiana state law. The Employer has complaint/reporting mechanisms in place to address any such incidents.

16. Occupational Health and Safety

• The Employee will comply with all occupational health and safety policies, including those related to ergonomics, workspace safety, and travel safety protocols.
• The Employee is covered by the Employer's worker's compensation insurance in accordance with Indiana law.
• Option A: The Employer provides access to an Employee Assistance Program (EAP).
• Option B: The Employer does not provide access to an Employee Assistance Program (EAP).

17. Governing Law and Venue

• This Agreement shall be governed by and construed in accordance with the laws of the State of Indiana.
• Any legal disputes arising from this Agreement shall be resolved in the appropriate Indiana state or federal court, unless mandatory arbitration is required by Employer policy.
• If mandatory arbitration is required by policy, the arbitration rules to be used are [Arbitration Rules] and the location of the proceeding is [Location].

18. Notices

• All notices required or permitted under this Agreement shall be in writing and delivered to the following addresses:
  • Employer: [Employer Address], [Employer Email]
  • Employee: [Employee Address], [Employee Email]

19. Amendment and Waiver

• This Agreement may be amended only by a written instrument signed by both parties.
• No waiver of any provision of this Agreement shall be effective unless in writing and signed by the party against whom the waiver is sought to be enforced.

20. Severability

• If any provision of this Agreement is held to be invalid or unenforceable, the remaining provisions shall remain in full force and effect.

21. Entire Agreement

• This Agreement constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior or contemporaneous communications and proposals, whether oral or written.

22. Employer Policy

• All elements of this contract are subject to the Employer's written policy as communicated from time to time.

IN WITNESS WHEREOF, the parties have executed this Agreement as of the date first written above.

[Employer Legal Name]

By: [Employer Representative Name]

Title: [Employer Representative Title]

[Employee Legal Name]

Signature:

Date: