Executive Associate (Executive Liaison)

Indiana University Southeast is proud to provide a personalized, affordable, and life-changing educational experience in a high-quality academic environment where diversity, inclusiveness, scholarship, and culture are valued and promoted. At IU Southeast, we combine the amenities of a world-class research university with a local, community-based campus. A campus where students know their professors by name and get 1-on-1 instruction.

Our institution's success lies in the collective efforts of these esteemed groups and individuals who shape our academic vision and guide our students toward a brighter future. We celebrate the transformative impact of our university on our students and our community as we foster an environment where knowledge thrives, and ambitions soar. Together, we create tomorrow's leaders, today. For more information, visit our website. 

Are you someone who is highly organized, likes variety and loves using their customer focus when interacting with people?  We are looking for our next team member to join our IU Southeast Chancellor's office in this highly visible, operational role.  If you anticipate the needs of others and enjoy a fast-paced day while supporting executive level needs and bring a positive vibe, this role is for you!  

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.

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