Executive Assistant, Office of the President
Work type: Staff Full-time
Location: Indianapolis
Categories: Administrative
Position Overview
The Executive Assistant is an integral member of the Office of the President team, handling a wide range of administrative responsibilities to cultivate a culture of exceptional customer service. This position provides an opportunity to work closely with university leadership, support activities associated with strategic priorities, and serves a critical role in the wider university community. The Executive Assistant will display innovative thinking, employ streamlined operational tactics, foster a collaborative and inclusive environment while managing administrative tasks, assisting with research and supporting effective communication. This role requires exceptional organizational skills, discretion, interpersonal skills and the ability to thrive in a fast-paced and dynamic environment.
The Executive Assistant will work closely with the President, the spouse of the President, the Senior Assistant to the President and Board Liaison, and Vice Presidents of various divisions. Equally as important will be the ability to develop strong working relationships with members of the Board of Trustees, campus administrators, internal and external constituents, University leadership, and their respective administrative assistants.
Responsibilities
- Strategic Support: Collaborate with colleagues in the Office of the President, to support their strategic vision by providing comprehensive and proactive administrative assistance, prioritizing tasks, and managing schedules effectively.
- Board and Committee Support: Assist in the coordination and preparation for meetings of the Board of Trustees, as a critical member of the Office of the President’s team.
- Meeting Logistics and Travel Coordination: Coordinate various staff and committee meetings, including making travel arrangements, preparing agendas and supporting documents, managing logistics, and ensuring post-meeting follow-up.
- Event Support: Partner with internal departments and external vendors to ensure seamless execution of meetings and events hosted by the Office of the President, paying close attention to detail and maintaining a high level of professionalism. Attend and assist with Office of the President’s related events outside of normal hours as required.
- Financial Management: Manage entry of financials, including invoices, expense reports, purchasing-card reports, and maintaining accurate records.
- Communications Management: Draft and manage business correspondence from the President and Office of the President, including letters, emails, invitations, and thank-you notes, ensuring a high standard of written communication.
- Stakeholder Engagement: Serve as a professional and responsive liaison between the Office of the President and various stakeholders, addressing inquiries and concerns with tact and discretion.
- Research and Support: Conduct research and compile data as requested, providing valuable insights to support decision-making processes.
- Office Management: Maintain an organized and efficient office, including greeting visitors, answering phone calls, managing incoming mail and email, procuring and managing office supplies, coordinating facility maintenance, and supervising student employees.
- Confidentiality and Discretion: Demonstrate the highest level of confidentiality and discretion when handling sensitive information, consistently upholding the professional image of the Office of the President.
Required Qualifications (Mandatory)
- Bachelor's degree in a relevant field required, with a demonstrated commitment to continuous learning and professional growth.
- 5-7 years of experience with demonstrated commitment to customer service
- Exceptional proficiency in business writing and calendar management, with a track record of producing polished documents, managing complex schedules, and prioritizing tasks effectively.
- Proficiency in current software applications, including advanced knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and database management systems.
- Genuine passion for the well-being of college students and a deep understanding of the transformative power of education aligned with Butler University's mission and strategic direction.
- Exceptional ability to effectively present information and respond to inquiries of a sensitive and confidential nature from diverse constituencies, including donors, faculty, staff, and other university stakeholders.
- Consistently upholds the professional image of the Office of the President and the university while treating others with professionalism and respect.
- Willingness to occasionally work evenings and weekends as necessary to provide comprehensive support to the Office of the President and contribute to the success of university events and initiatives.
- Demonstrated ability to conduct thorough research, gather relevant data, and synthesize information to draw valid conclusions that support strategic priorities.
- Exceptional critical thinking and analytical skills, with a proven track record of solving complex problems and making prompt, independent decisions that align with organizational priorities.
- Outstanding written and verbal communication skills, including the ability to independently compose and edit sophisticated documents, correspondence, and reports that effectively convey key messages and maintain a professional tone.
- Highly proficient in utilizing relevant software applications, including advanced features of Microsoft Office (Word, Excel, PowerPoint, Outlook), as well as database management systems. Adaptability to new technologies and tools is essential.
- In-depth knowledge and understanding of Butler University's mission, strategic direction, policies, and procedures, enabling effective support to the President.
- Proven ability to present information and respond to inquiries of a sensitive or confidential nature with utmost professionalism and discretion. Awareness of the need to consistently uphold the reputation and appropriate image of the Office of the President and the university.
Additional Information:
- Occasional travel to attend meetings and events
BU Benefits and Perks
Please check out Butler’s Total Rewards website to learn more about our benefit offerings, which include:
- Paid Time Off and Holidays:
- 18 days of paid time off (vacation and PTO days)
- 8 Paid Holidays
- Paid Winter Break between Christmas Eve and New Year’s Day
- Paid Parental Leave (after 1 year of full-time employment)
- Health:
- Comprehensive medical, dental, and vision plans including disability and life insurance programs
- Retirement:
- 10% employer contribution after 1 year of full-time employment
- Tuition Assistance:
- Remission of tuition for classes taken at Butler for employees, spouses, and dependent children.
- Eligibility after 9 months of full-time employment
- Employees & spouses- undergraduate/graduate degrees
- Dependents (under age 26)- undergraduate degree
- Covers tuition only
- Tuition Exchange Program for Dependents
- Remission of tuition for classes taken at Butler for employees, spouses, and dependent children.
- Butler Facilities Access, Discounts and Perks:
- Access to Butler’s on-site fitness facility and libraries for full-time staff and faculty
- LinkedIn Learning Courses
- Free premium subscription to the Calm App
- Discount at the College Bookstore
- Discount on select Athletic and Arts/Events Center Performances
About Butler
Butler University is a private, nationally recognized comprehensive university encompassing six colleges: Arts, Business, Communication, Education, Liberal Arts & Sciences, and Pharmacy & Health Sciences. Approximately 4,500 undergraduate and 1,000 graduate and doctoral students are enrolled at Butler, representing 46 states and 24 countries.
Join us at the crossroads of tradition & transformation. A career at Butler University means so much more than a job. Join the dedicated, innovative, and supportive community of faculty and staff that is moving Butler Beyond.
Butler University is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive and equitable environment for all employees. We welcome applications from all individuals, regardless of age, gender, gender identity, sex, race, religion, color, disability, protected veteran status, sexual orientation, national origin, or any other legally protected category.
Advertised: July 13, 2023
Butler University, founded on ideals of equity and academic excellence, creates and fosters a collaborative, stimulating intellectual learning environment. We are inspired to boldly innovate and broadly educate, enriching communities and preparing...
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