Executive Associate (Executive Liaison)

Job Summary

Department Specific Responsibilities

Serves as primary liaison between the Chancellor's Office and all internal and external constituents, evaluating priorities, managing projects / processes, coordinating / managing schedules;

arranging meetings, assessing and responding to needs, preparing and maintaining highly sensitive and confidential information and documents.

Using exceptional organizational skills, directly supports the Chancellor with campus specific needs while balancing IU system wide requests.

Provides direct, comprehensive and complex administrative support to the Chancellor.

• Handles highly sensitive and confidential correspondence and reports,
• Monitors demands on executives' time,
• Helps determine level of priority of issues,
• May answer routine questions on their behalf,
• Assist and makes referrals as necessary to appropriate resource, and
• Problem solves as much as possible.
• Answers and screens all incoming calls, and discerning course of action for sensitive and confidential inquiries.
• Prepares materials needed for executives in advance to ensure their proper preparation for meetings.
• Compiles, formats, edits, and prepares various presentations and reports giving considerable attention to detail and timeliness.
• Drafts documents and correspondence to a wide range of individuals and organizations for the Chancellor's signature / approval.
• Responds to inquiries.
• Prioritizes activities; sorts, reviews and directs incoming correspondence.
• Establishes and maintains appropriate files and filing systems, assuring accuracy, completeness and availability of office records, files, resource data and various reports.

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

WORK EXPERIENCE

Required

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

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

Preferred

• Exceptionally professional verbal and written communication skills to explain complex issues and problem solve
• Ability to interact with a wide variety of individuals and respond to their questions and needs
• Professional level computer skills which are transferrable to university systems
• Ability to manage projects with minimal direction
• Ability to gather information and apply it to multiple situations
• Ability to identify process and service improvements and implement
• Knowledge of various university and school policies and ability to interpret and implement
• Problem-solving and analytical skills
• Ability to work independently and think conceptually, with a keen attention to detail

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

Employer sponsorship is not available for this position.

Work Location

IU Southeast Campus

New Albany, Indiana

Advertised Salary

$50,000 - $55,000 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.