Maintains high standards of tact, diplomacy, confidentiality, and discretion in a highly sensitive data enviroment.
Maintains calendars, organizes travel logistics, answers the phone, and manages the preparation and dissemination of reports.
Writes, edits and creates correspondence, reports and PowerPoint presentations.
Organizes and oversees staff events, trainings and orientation.
Handels sensitive and confidential information with tact and diplomacy,
Exercises judgement and discretion in referring inquires, resolving problems and researching requests for information
Serves as a liaison with all levels of the University (students, staff, alumni, faculty, donors, and guests.)
Ensures that all operations and activities are managed in accordance with established university policies.
Interprets complex information, investigates and researches options and solutions, and makes evaluative determinations and recommendations.
Promotes an atmosphere of cooperations and collegiality
Manages special projects with limited direction.
Processes travel related documents and reimbursements.
Manages the department's Foundation account (under the director of the fiscal office) and Foundation databases.
Maintains budget records by gathering and compiling financial data; assists with building models from historical and current information; preforms preliminary breakdown analysis, and examination of statistical and/or historical data.
General Responsibilities
Provides administrative support to executives, exercising confidentiality, tact and diplomacy.
Utilizes business software applications to prepare correspondence, reports, presentations, agendas, minutes, etc.
Receives, screens, and directs incoming calls, visitors, mail, and email promptly, courteously, and accurately
Manages executive's calendar, meetings, travel, correspondence, and budget.
Acts as informal resource for colleagues with less experience; responds to more complex or escalated inquiries
Identifies, enhances, and follows specific processes and procedures to maximize the efficiencies of the business to which the support is being provided.
May perform other duties related to maintaining an internal website and/or working with social media.
Qualifications
Combinations of related education and experience may be considered. Education beyond the minimum required may be substituted for work experience. Work experience beyond the minimum required may be substituted for education.
EDUCATION
Required
High school diploma or equivalent (such as HSED or GED)
WORK EXPERIENCE
Required
4 years of relevant experience
SKILLS
Required
Excellent organizational skills
Demonstrates ability to maintain confidential information
Strong verbal communication and listening skills
Excellent collaboration and team building skills
Demonstrates excellent judgment and decision making skills
Effective conflict management skills
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.
Additional Information
There are 2 openings for the executive assistant role.
Work Location
Bloomington, Indiana
This position is eligible for remote work or to work a hybrid schedule (mix between 2 remote workdays and 3 in-person workdays), subject to change in the future based on university policy and business needs.
Advertised Salary
$41,000 ($19.71 per hour) to $44,000 ($21.15 per hour) annually
Benefits Overview
For full-time staff employees, Indiana University offers a wide array of benefits including:
Comprehensive medical and dental insurance
Health savings account with generous IU contributions
Healthcare and dependent care flexible spending accounts
Basic group life insurance paid by IU
Voluntary supplemental life, long-term disability, critical illness, and supplemental accidental death & dismemberment insurance
Base retirement plan with generous IU contributions, subject to vesting
Voluntary supplemental retirement plan options
Tuition subsidy for employees and family members taking IU courses
10 paid holidays plus a paid winter break each year
Generous paid time off plans
Paid leave for new parents and IU-sponsored volunteer events
Employee assistance program (EAP)
Learn more about our benefits by reviewing the IU Benefit Programs 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 opportunity employer and provider of ADA services and prohibits discrimination in hiring. See Indiana University 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 iups@iu.edu or by visiting IUPD.