Administrative Assistant of the Paul H. O'Neill School of Public and Environmental Affairs Executive Education Program

Department-Specific Responsibilities

• Provides administrative support to the Director of the O'Neill Executive Education program.
• Reviews incoming correspondence and initiates, drafts, proofreads, and provides quality control for all correspondence and communication endorsed by the Director (pertaining to Executive Education-O'Neill, IU Indianapolis).
• Disseminates information and follows up as needed.
• Utilizes business software applications to prepare correspondence, reports, presentations, agendas, minutes, faculty and client agreements, etc.
• Collaborates with O'Neill graduate program and university admissions and registrar staff to register, process documentation for ongoing classes and graduation in credit programs.
• Maintains student records for Executive Education programs.
• Supports non-credit programs offered by Executive Education - checks-in participants, prepares attendance lists, name tags, name tents, certificates of completion, maintains program databases, copies program materials as needed, and performs other assignments as needed.
• Receives, assists program participants and other guests.
• Supports Executive Education events, recruitment, graduation, and other projects as necessary.
• Collaborates or assists in special projects for the Director as requested.

General Responsibilities

• Provides administrative support to executives, exercising confidentiality, tact, and diplomacy.
• Utilizes business software applications to prepare correspondence, reports, presentations, agendas, minutes, etc.
• Receives, screens, and directs incoming calls, visitors, mail, and email promptly, courteously, and accurately.
• Manages executive's calendar, meetings, travel, correspondence, and budget.
• Acts as an informal resource for colleagues with less experience; responds to more complex or escalated inquiries.
• Identifies, enhances, and follows specific processes and procedures to maximize the efficiencies of the business to which the support is being provided.
• May perform other duties related to maintaining an internal website and/or working with social media.

Education: Required high school diploma or equivalent (such as HSED or GED). Preferred bachelor's degree.

Work Experience: 4 years of relevant experience.

Skills: Excellent organizational skills; demonstrates ability to maintain confidential information; strong verbal communication and listening skills; excellent collaboration and team building skills; demonstrates excellent judgment and decision making skills; effective conflict management skills.