Executive Assistant and Coordinator (Executive Liaison)

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Job description

Department

DIVERSITY, EQUITY, AND INCLUSI (UA-VPDV-IUBLA)

Department Information

The Office of the Vice President for Diversity, Equity, and Inclusion (OVPDEI) partners with each of Indiana University's (IU) campuses to create a learning environment that advocates access, success, respect, equity, inclusiveness, and community for all. We strive to be a globally diverse university community where inclusive excellence is embraced, fostered, and celebrated, and faculty, staff, and students are inspired to achieve their full potential.

Job Summary

Department-Specific Responsibilities

• Serves as the Executive Assistant to the Vice President, as a primary point of contact for OVPDEI and liaison to office staff, faculty, students, administrators, community, and public.
• Prepares correspondence, edits, writes, prepares and distributes documents including letters, presentations, reports, spreadsheets, emails, program agendas, project data, processes, procedures, and other written communication.
• Schedules and coordinates virtual and in-person meetings and events; manages travel arrangements and reimbursements for the Vice President.
• Responds to inquiries made by phone and email and makes judgements and decisions on situations and various matters.
• Supervises an administrative support staff person.

General Responsibilities

• Exercises diplomacy, tact and judgment in interacting with a wide range of constituents both internal and external to the university. Demonstrate appropriate discretion and judgment to ensure applicable private/proprietary university information, data, transactions and correspondences maintain confidentiality.
• Manages dynamic and complex calendar, which requires a deep understanding of area's key priorities to ensure Executive is spending time in most effective and impactful way. Ensures conflicting meetings are resolved in a timely way.
• Handles matters of significance on behalf of the Executive.
• Drafts, prioritizes and handles more complex communications including briefings.
• Researches and handles special projects which may include working with the Board of Trustees.
• Coordinates workflows and time management.
• May have responsibility for department budget serving as account manager or developing and overseeing the budget.

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

• Bachelor's degree

Preferred

• Master's degree

WORK EXPERIENCE

Required

• 3 years providing support handling multiple priorities to a high level executive

LICENCES AND CERTIFICATES

Preferred

• Valid driver's license with the ability to be insured by Indiana University

SKILLS

Required

• Proficient communication skills
• Maintains a high degree of professionalism
• Demonstrates time management and priority setting skills
• Demonstrates a high commitment to quality
• Possesses flexibility to work in a fast paced, dynamic environment
• Seeks to acquire knowledge in area of specialty
• Highly thorough and dependable
• Demonstrates a high level of accuracy, even under pressure
• Attention to details with the ability to meet tight deadlines
• Ability to maintain and work with highly confidential information

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.

Work Location

Bloomington, Indiana

Advertised Salary

$65,000 - $70,000 annually

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: Career

FLSA: Exempt

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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