executive assistant Indianapolis, IN
Job description
Work type: Staff Full-time
Location: Indianapolis
Categories: Administrative
Position Overview
The Senior Executive Assistant and Board Liaison in the Office of the President will provide high-level support to the President, the Board of Trustees, Emeriti Trustees, and past Trustees. We are seeking a high-performing candidate with exceptional organizational and planning skills, independent decision-making abilities, a highly professional demeanor, discretion, and excellent interpersonal skills. In this role, you will closely collaborate with the Chair of the Board, the President, the spouse of the President, and the Office of the President team. Furthermore, you will cultivate strong working relationships with campus administrators, internal and external constituents, University leadership, their respective administrative assistants, as well as Butler faculty, staff, and students.
Responsibilities
- Strategic Support and Coordination
- Ensure optimal scheduling and logistics of meetings and events with internal and external constituents for the President and Presidential Spouse, including those with the President's Cabinet and Executive Council.
- Conduct research, prioritize requests, and follow up on issues addressed to the Office of the President.
- Support the President in external commitments, including engagement with the Board of Trustees and other committees.
- Oversee various administrative duties including travel arrangements, supporting agendas, preparatory documents, meeting logistics, car, flight, and hotel bookings, post-trip follow-up, expense reports, etc. on behalf of the President.
- Board Liaison and Communication
- Coordinate logistics for meetings and strategic engagement activities with the Board of Trustees.
- Facilitate communication between the Board of Trustees and the President and Presidential Spouse.
- Manage Board activities, including meetings, reporting, record keeping, and event arrangements.
- Administrative Oversight
- Manage administrative processes such as purchasing-card reports, licensing, registrations, subscriptions, etc.
- Prepare correspondence, presentations, and other materials as part of the Office of the President’s team.
- Event Support
- Assist in the planning and execution of constituent events or programs hosted by the President and/or Presidential Spouse.
- Attend and assist with Office of the President’s events outside of normal hours as required
- Financial Management
- Manage the division budget and coordinating department budgets.
- Manage the Board of Trustees budget, including annual planning and updates.
Required Qualifications:
- Bachelor's degree
- Minimum 8-10 years progressive experience working with executive leadership
- High level of proficiency in business writing and calendar management required.
- Proficiency in current software applications (Microsoft Office) and database management.
- A genuine interest in the well-being of college students and the educational mission of Butler University.
- Must be cognizant of maintaining the appropriate image in all communication and interaction made on behalf of the Office of the President and the University. Must have a demeanor by which s/he simultaneously treats others with respect and commands the respect of others.
- Willingness to work evenings and weekends as necessary.
- Ability to independently conduct research, collect data, and draw valid conclusions.
- Ability to think critically and analytically and to solve problems/make decisions promptly and independently.
- High level of discretion and sound judgment.
- Excellent written and oral communication skills, including the ability to independently compose and edit documents.
- Highly proficient in relevant software applications (Microsoft Office) and database management.
- Knowledge and understanding of Butler University’s mission, goals and objectives, policies and procedures.
- Ability to effectively present information and respond to inquiries of a sensitive or confidential nature from faculty, staff, and the general public. Must demonstrate discretion and be cognizant always of maintaining the appropriate image for the Office of the President.
Preferred Qualifications:
- Master's or Advanced degree
Additional Information:
- Occasional travel to attend meetings and events
Please include a cover letter with your application
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
