Executive Assistant to the IEDC Executive Team

Role Overview:The Executive Assistant supports the Executive Team of the Agency in administrating the operation of the executive office of the Indiana Economic Development Corporation (IEDC).Salary Statement:The salary range for this position is $63,787 - $69,000, commensurate with education and work experience.A Day in the Life:Complete a broad variety of executive administrative tasks that facilitates the Executive Team’s ability to effectively lead the Agency, including writing and editing e-mails, drafting memos, and preparing communications on executive’s behalf; assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; and maintaining contact lists.Provide sophisticated calendar management for the Executive Team, including complex scheduling of meetings and conference calls for internal and external stakeholders and prioritizing sensitive matters to ensure their time is utilized efficiently.Prioritize and assist in responding to internal and external inquiries and requests while troubleshooting conflicts; use critical thinking to make recommendations, ensuring smooth day-to-day engagements.Exercise sound judgement and exemplify a professional presence and calm demeanor when dealing with all issues and situations.Maintain a high level of reliability and stability, particularly during periods of leadership absence.Coordinate Executive Team travel needs including booking travel, expense report reconciliation, credit card authorizations and reimbursement tracking.Assist in planning and execution of various meetings including quarterly IEDC Board Meetings throughout the state, including creating agendas, preparation of materials, communication with IEDC Board Members, coordination of logistics with location host and arranging travel when appropriate.Work with the legal and finance teams to manage signature process for all company agreements and contracts that require the President’s signature.Provide event assistance to the Assistant to the Secretary of Commerce and IEDC Executive Team as needed in the preparation and execution of IEDC conferences, trade and investment missions, and hospitality events including locating and securing meeting venues, securing audio/visual needs, caterer, car service and other logistical requirements.Prepare professional briefing materials for the Executive Team and participate in weekly calendar review calls and status update meetings.Research, gather, and/or compile information as directed by the Executive Team.Proactively finds resolutions to issues and thinks critically when searching for solutions.Independently facilitates office procedures and policies that will create and maintain maximum efficiency and effectiveness.Clearly communicates concerns and questions to the appropriate Executive team member by keeping each consistently apprised of issues and situations that need attention.Maintain comprehensive and accurate records.General office management or reception duties may be required.Other duties as assigned.What You'll Need for Success:Education:Bachelor’s Degree preferredAny combination of education and/or demonstrated experience that provides the required knowledge, skills, and abilities to perform the essential functions of the positionExperience:Minimum of three years’ experience supporting multiple executive staffPrevious experience with project management, event planning and all related logisticsKnowledge of: Principles and practices of the IEDC and understanding of the agency’s mission and programs preferredExpert level proficiency in Microsoft Office Suite, including Excel, Word, PowerPoint, SharePoint, as well as Adobe and other platforms critical to efficiently completing workAbility To:Represent the State of Indiana, Secretary of Commerce, President, Executive Vice Presidents, and the Board of Directors with poise and professionalismHandle all internal and external interactions and communications in a polite and professional mannerCommunicate ideas and principles to a broad audience, both orally and in writingWork on multiple complex tasks related to state government and programs administered by the IEDCCollect, interpret, and analyze data and produce clear and concise reportsExhibit a sense of ownership and pride in performance and its impact on the agency’s successApply exceptional time-management skillsEstablish and maintain effective working relationships, work on a team with a variety of individuals; able to work independently and make decisions independentlyAble to prioritize and meet deadlines, using excellent office management skillsAble to maintain the highest level of confidentialityTravel in-state during IEDC quarterly board meetings or IEDC eventsBenefits of Employment with the State of Indiana:The State of Indiana offers a comprehensive benefit package for full-time employees which includes:Three (3) medical plan options (including RX coverage) as well as vision and dental plansWellness Rewards Program: Complete wellness activities to earn gift card rewardsHealth savings account, which includes bi-weekly state contributionDeferred compensation 457(b) account (similar to 401(k) plan) with employer matchTwo (2) fully-funded pension plan optionsA robust, comprehensive program of leave policies covering a variety of employee needs, including but not limited to:160 hours of paid New Parent Leave and up to eight weeks of paid Childbirth Recovery Leave for eligible mothersUp to 16 hours of paid community service leaveCombined 192 hours of paid vacation, personal, and sick leave time off12 paid holidays, 14 on election yearsEducation Reimbursement ProgramGroup life insuranceReferral Bonus programEmployee assistance program that allows for covered behavioral health visitsQualified employer for the Public Service Loan Forgiveness ProgramFree Parking for most positionsFree LinkedIn Learning accessEqual Employment Opportunity:The State of Indiana is an Equal Opportunity Employer and is committed to recruiting, selecting, developing, and promoting employees based on individual ability and job performance. Reasonable accommodations may be available to enable individuals with disabilities to complete the application and interview process as well as perform the essential functions of a role. If you require reasonable accommodations to complete this application, you can request assistance by contacting the Indiana State Personnel Department at jobs@spd.IN.gov.