Executive Assistant to the Vice President of Communications & Marketing

University of Indianapolis - Indianapolis, IN4.4

Full-time
The University Communications and Marketing department seeks applications for an Executive Assistant. The Executive Assistant provides seamless support to the Vice President, acting with little supervision, anticipating needs while managing the day-to-day workflow and prioritizing various administrative projects, which includes scheduling, contact management, preparing materials for meetings, and participating in a wide range of special projects. The Executive Assistant will perform, coordinate and oversee administrative duties while providing an extensive level of support to the Vice President. The position also serves as a liaison for the university community for matters that may escalate to the office of the Vice President. This individual will also act as a confidential executive support specialist. This is a full-time, non-exempt staff position.

Applicants should be prepared to upload a cover letter, resume, unofficial transcript (highest degree earned), and the contact information for three professional references (at least one reference must be a previous supervisor).

RESPONSIBILITIES
Maintain schedule, including day-to-day and long-term management of meetings, projects and priorities
Schedule meetings and travel, including prioritizing meetings and communicating all relevant details to participants
Balance conflicting priorities in order to manage workflow, ensure the completion of essential projects, and meet critical deadlines
Ensure the Vice President is prepared by gathering materials necessary for meetings
Conduct, compile and present research on potential funders, partners and other topics
Conduct and assemble information for presentations, projects and strategic planning
Serve as the first point of contact for a wide variety of high-level relationships between Vice President and external contacts
Facilitate, build, and monitor relationships including tracking contacts in database and managing follow-up
Assist Business Operations Manager with various duties
Keep management informed by gathering information, compiling reports and summarizing information on projects
Oversee department expenditures and reconciles with VP
Advise staff when unusual work situations arise or when new procedures are instituted

QUALIFICATIONS
Minimum of two years of related executive administrative experience, preferably in a higher education or corporate setting to include event planning, business operations, assisting with budgeting required
Excellent written and verbal communications skills required
Excellent customer service skills required
Outstanding time and project management skills required
Ability to work independently and as a team required
High degree of discretion dealing with confidential information required
Ability to plan, organize and implement projects and events required
Attention to detail required
Associate degree or equivalent credits required
Clean or acceptable driving record required

BENEFITS
Medical Insurance
Dental Insurance
Vision Insurance
Tuition Discount
Free Parking