Executive Assistant at Indiana University Bloomington, IN

OverviewExecutive Assistant job at Indiana University. Bloomington, IN. INTERNATIONAL AFFAIRS (UA-INTP-IUBLA) About the Office of the Vice President for International Affairs (IU Global) The Vice President for International Affairs and the teams of staff in OVPIA's offices are the stewards of international activity across all campuses of Indiana University. We provide strategic leadership and advocacy for all international programs and projects and coordinate the resources necessary to sustain their growth. Our goal is to enable as many students, faculty, and staff as possible to pursue international and intercultural knowledge and experiences and to become engaged global citizens. Learn how OVPIA provides leadership and support for IU's international efforts.Department Specific ResponsibilitiesServes as the primary administrative and operational support to the Vice President (VP) for International Affairs, ensuring the VP's office functions with efficiency, professionalism, and discretion.Provides high-level support to the senior leadership team within IU Global. As a key member of the IU Global team, the Executive Assistant contributes to the smooth execution of daily operations and supports strategic initiatives across the unit.Manages complex calendars, including coordinating internal and external meetings across time zones, prioritizing scheduling needs, and resolving conflicts.Handles appointment scheduling with attention to strategic priorities and executive availability.Coordinates domestic and international travel, including flight and hotel arrangements, itinerary planning, visa processing, and logistical support.Prepares documentation in support of expense reporting with meticulous attention to financial policies and deadlines.Provides confidential support on sensitive matters involving human resources, finance, strategic planning, and personnel actions, maintaining the highest level of discretion and professionalism.Manages and triages executive email and phone communications, drafting responses, and flagging time-sensitive issues as needed.Handles internal and external correspondence, ensuring timely and appropriate responses on behalf of leadership.Maintains organized and accessible digital and physical filing systems for reference and compliance.Leverages scheduling, communication, and workflow technologies to enhance team efficiency and optimize executive time and attention.Monitors and track progress on key initiatives, ensuring follow-through on action items and timely completion of deliverables.Conducts project-specific research and prepare briefing materials, reports, and executive summaries to support decision-making.Develops high-quality slide decks, presentations, and communication materials for internal and external audiences.Plans and coordinates team meetings, including agenda development, note-taking, and follow-up tracking.Leads logistical planning for conferences and events, managing venues, catering, travel, technology needs, and on-site execution.Supports the planning and implementation of IU Global-sponsored events and initiatives.Performs additional duties and special projects as assigned to support the mission and goals of IU Global.General ResponsibilitiesConserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating communications.Maintains executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.Welcomes guests and customers by greeting them, in person or on the telephone; answering or directing inquiries.Maintains customer confidence and protects administrative operations by keeping information confidential.Prepares administrative information and reports by collecting, analyzing, and summarizing data and trends.RequiredHigh school diploma or equivalent (such as HSED or GED) and 7 years of experience in an administrative support role ORAssociate's degree and 4 years of experience in an administrative support role ORBachelor's degree and 2 years of experience in an administrative support rolePreferredExperience in executive-level administrative support, preferably in a higher education or global contextSkillsRequiredAbility to simultaneously handle multiple prioritiesStrong verbal communication and listening skillsDemonstrated ability to maintain confidential informationStrong tact and diplomacy skillsPreferredAbility to manage multiple priorities in a fast-paced environment with a proactive and adaptable approachStrong written and verbal communication abilitiesHigh degree of professionalism, discretion, and confidentialityExceptional organizational skills and attention to detailProficiency with Microsoft Office Suite, Google Workspace, and/or related technologiesExceptional organizational, communication, and project management skillsAbility to handle sensitive information with absolute confidentialityThis 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. Bloomington, Indiana Ferguson International CenterWork Arrangement, Salary, and BenefitsAfter an initial period of training period, this position may be eligible to work a hybrid schedule (mix between remote and in-person work), subject to change in the future based on university policy and business needs. Salary: $50,000 - $60,000 annually; dependent upon experience and qualifications.For full-time staff employees, Indiana University offers a wide array of benefits including:Comprehensive medical and dental insuranceHealth savings account with generous IU contributionsHealthcare and dependent care flexible spending accountsBasic group life insurance paid by IUVoluntary supplemental life, long-term disability, critical illness, and supplemental accidental death & dismemberment insuranceBase retirement plan with generous IU contributions, subject to vestingVoluntary supplemental retirement plan optionsTuition subsidy for employees and family members taking IU courses10 paid holidays plus a paid winter break each yearGenerous paid time off plansPaid leave for new parents and IU-sponsored volunteer eventsEmployee assistance program (EAP)Learn more about our benefits by reviewing the IU Benefit Programs Brochure.Career Level: MasteryFLSA: NonexemptJob Function: General AdministrationJob Family: Administrative SupportThis 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. Indiana University is an equal opportunity employer and provider of ADA services and prohibits discrimination in hiring. See Indiana University Notice of Non-Discrimination here which includes contact information. 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 iups@iu.edu or by visiting IUPD. Request Support Telephone: 812-856-1234J-18808-Ljbffr