Executive Assistant (Administrative Assistant)

INTERNATIONAL AFFAIRS (IN-INTP-IUINA)

IU Indianapolis is committed to preparing all students to be citizens of the world through global learning experiences here on campus, in the Indianapolis community, and abroad. These experiences will help you gain the knowledge, skills, and mindsets needed to navigate the interconnected world in which we learn, work, and live.

For information about the department, please visit: Office of International Affairs.

Provides a full range of administrative support to the Associate Vice Chancellor of the Office of International Affairs (OIA). Facilitates office-wide communications and coordinate various initiatives that support OIA priorities and its advancement of campus internationalization.

Department-Specific Responsibilities

• Provides administrative support for the Associate Vice Chancellor (AVC), to conserve and protect time to focus on achieving strategic objectives for the campus internationalization.
• Provides administrative support for the Senior Director of Administration as needed to further OIA priorities and initiatives.
• Composes and disseminates correspondence, compiles and prepares reports, meeting agendas, presentation materials and related communications.
• Manages and monitors daily schedules and communications, resolves conflicts and determines priorities.
• Schedules and coordinates meetings with university and community constituents and stakeholders.
• Screens incoming communications as requested and responds on behalf of the executive leadership when possible.
• Coordinates committees and other groups convened by the AVC.
• Initiates communications, scheduling, preparing agendas and meetings materials, coordinating relevant technical support, keeping notes and following up independently on decisions and information needs generated at meetings.
• Facilitates international and national travel for AVC.
• Coordinates travel itineraries, ensures appropriate meeting preparation and follow-up.
• Serves as a resource for OIA staff on behalf of the AVC and Sr. Director of Administration when implementing new policies and practices.
• Coordinates process improvement initiatives that support effective and consistent operations across OIA.
• Facilitates special projects on behalf of the AVC as needed such as hosting international delegations, supporting grant development and/or funding raising activities.
  
  

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.
  
  

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)
  
  

Preferred

• Bachelor's degree
  
  

Required

WORK EXPERIENCE

• 4 years of relevant experience
  
  

Preferred

• 1 year in a university environment
  
  

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
  
  

Preferred

• Ability to demonstrate confidentiality, tact and diplomacy
• Ability to demonstrate sensitivity to and understanding of the diverse constituents of OIA
• Ability to advance multiple projects in a fast-paced environment while maintaining accuracy
• High proficiency with virtual platform Zoom, Microsoft Teams, Microsoft Office and Outlook
  
  

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.

Indiana University Indianapolis

Indianapolis, Indiana

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.

Career Level: Mastery

FLSA: Nonexempt

Job Function: General Administration

Job Family: Administrative Support

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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.

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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.

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Telephone: 812-856-1234