Executive Assistant

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Job description

Department

VP COMMUNICATIONS & MARKETING (UA-VPCM-IUINA)

Department Information

University Communications and Marketing provides strategic leadership to protect, advance, and elevate the university's brand and reputation in Indiana and around the world by creating guiding resources for and collaborating with communications and marketing partners across all IU campuses, schools, departments, and centers.

Job Summary

Department Specific Responsibilities

• Provides administrative support to the Associate Vice President for University Communications.
• Maintains the Associate Vice President's calendar by planning and scheduling meetings, conferences, teleconferences and travel. Prioritizes and adjusts schedules on the fly based upon importance.
• Manages a high volume of confidential correspondence and requests from internal and external stakeholders and acts as gatekeeper to the Associate Vice President for University Communications.
• Serves as the backup to the Executive Liaison to the Vice President and Chief Communications and Marketing Officer.
• Maintains a high degree of confidentiality and discretion regarding all matters and documents and is trusted with highly sensitive and confidential information.
• Provides the IU Events team with general administrative support.
• Works collaboratively with internal and external constituents on projects in support of senior leadership.
• Independently manages priorities and projects, making sure they are on schedule and well-prepared.
• Provides a wide range of operational and administrative support and assistance on related duties and tasks, including marketing merchandise inventory management, expense filings, and coordinating events such as: town halls, lunches, dinners, and social gatherings.
• Develops and maintains strong relationships with key contacts of various levels within the university.
• Manages multiple departmental group email accounts, addressing a variety of requests and needs promptly.

General Responsibilities

• Conserves executive's time by reading, researching and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating communications.
• Maintains executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences and travel.
• Welcomes guests and customers by greeting them, in person or on the telephone; answering or directing inquiries.
• Maintains confidence and protects administrative operations by keeping information confidential.
• Prepares administrative information and reports by collecting, analyzing, and summarizing data and trends.

Qualifications

EDUCATION / WORK EXPERIENCE

Required

• High school diploma or equivalent (such as HSED or GED) plus 7 years of experience in an administrative support role; OR
• Associate's degree plus 4 years of experience in an administrative support role; OR
• Bachelor's degree plus 2 years of experience in an administrative support role.

Preferred

• Experience supporting executive leaders.

SKILLS

Required

• Ability to simultaneously handle multiple priorities.
• Strong verbal communication and listening skills.
• Demonstrated ability to maintain confidential information.
• Strong tact and diplomacy skills.

Preferred

• Maintains a high degree of professionalism.
• Demonstrates time management and priority setting skills.
• Highly thorough, well organized and dependable.
• Demonstrates a high level of accuracy, even under pressure.
• Demonstrates ability to manage multiple priorities and deadlines in a fast-paced environment.
• Ability to exercise discretion when handling confidential communication and information.
• Ability to work collaboratively with internal and external teams.
• Ability to work autonomously on self-directed projects.
• Ability to be highly organized, detail-oriented, and relational professional.

Working Conditions / Demands

This role requires the ability to effectively communicate and to operate a computer and other standard office productivity equipment. The position involves sedentary work as well as periods of time moving around an office environment and the campus. The person in this role must be able to perform the essential functions with or without an accommodation.

This role may require occasional evening or weekend work.

Work Location

IU Indianapolis campus

1 day per week on the IU Bloomington campus required.

Travel between campuses is required.

Advertised Salary

$50,000 - $55,000 per year based on experience.

Benefits Overview

For full-time staff employees, Indiana University offers a wide array of benefits including:

• Multiple plan options for medical insurance
• Dental insurance
• Health Savings Account with generous IU contribution
• Life insurance, LTD, and AD&D options
• Base retirement plan contribution from IU, subject to vesting
• Additional supplemental retirement plan options
• Tuition benefit for IU classes
• 10 paid holidays per year
• Generous Paid Time Off
• Paid Parental Leave
• Employee Assistance Program (EAP)

Learn more about our benefits by reviewing our online Benefits Brochure.

Job Classification

Career Level: Mastery

FLSA: Nonexempt

Job Function: General Administration

Job Family: Administrative Support

Click here to learn more about Indiana University's Job Framework.

Posting Disclaimer

This posting is scheduled to close at 11:59 pm EST on the advertised Close Date. This posting may be closed at any time at the discretion of the University, but will remain open for a minimum of 5 business days. To guarantee full consideration, please submit your application within 5 business days of the Posted Date.

If you wish to include a cover letter, you may include it with your resume when uploading attachments.

Equal Employment Opportunity

Indiana University is an equal employment and affirmative action employer and a provider of ADA services. All qualified applicants will receive consideration for employment based on individual qualifications. Indiana University prohibits discrimination based on age, ethnicity, color, race, religion, sex, sexual orientation, gender identity or expression, genetic information, marital status, national origin, disability status or protected veteran status. Indiana University does not discriminate on the basis of sex in its educational programs and activities, including employment and admission, as required by Title IX. Questions or complaints regarding Title IX may be referred to the U.S. Department of Education Office for Civil Rights or the university Title IX Coordinator. See Indiana University's Notice of Non-Discrimination here which includes contact information.

Campus Safety and Security

The Annual Security and Fire Safety Report, containing policy statements, crime and fire statistics for all Indiana University campuses, is available online. You may also request a physical copy by emailing IU Public Safety at or by visiting IUPD.

Contact Us

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