Executive Coordinator

About The Job

This position serves in the Office of Judicial Administration as Executive Coordinator for the Chief Administrative Officer (CAO) and the Deputy Chief Administrative Officer (Deputy CAO) of the Indiana Supreme Court. This position provides support for these roles through a broad variety of administrative duties to assist in completing CAO and Deputy CAO tasks.

Responsibilities

• Aids in routing communication timely and appropriately
• Prepares for meetings by drafting agendas and printing materials
• Drafts and electronically files correspondence
• Summarizes reports
• Demonstrates initiative in anticipating and helping determine the CAO’s and Deputy CAO’s order of work priorities and timelines
• Manages the CAO’s calendar of appointments, including coordination of detailed travel plans and appropriate state reimbursements
• Serves as primary administrative point of contact for the CAO and Deputy CAO; answers and screens phone calls, takes messages, and responds to correspondence as appropriate
• Develops agendas and coordinates materials for weekly and monthly executive-level meetings with OJA managers, the Chief Justice, Associate Justices, and external stakeholders
• Enables consistent utilization of Administrative Portal on Supreme Court Intranet; tracks requests and assists with follow-up to ensure matters are handled in a timely manner; maintains confidential documents
• Facilitates internal and external meetings: schedules, secures locations, assembles materials, communicates, and other related tasks
• Supports executive operations through reading, researching, routing correspondence, drafting letters, memos, and documents, collecting, and analyzing information, and initiating communication
• Develops an understanding of organizational structure and various initiatives within each department of the Office of Judicial Administration
• Integrates calendars for internal/external meeting requests, appointments, and conferences
• Prepares travel itineraries and estimates, submits travel vouchers upon completion, and ensures necessary documentation and receipts are provided
• Creates or revises executive summaries when appropriate, reviews or summarizes files and reports
• Additional duties as assigned

Requirements

• Integrity: Exercise discretion in handling confidential information and materials
• Professionalism: Interact with all people in a respectful manner, maintain business-like appearance, and promote harmony in the workplace
• Customer Service: Act as a liaison when interacting with management, staff, internal and external stakeholders to provide program specific information, answer questions, and address issues and concerns
• Communication: Give full attention to what other people are saying, take time to understand the points being made, ask questions as appropriate, and not interrupt at inappropriate times; communicate effectively in writing as appropriate for the needs of the audience
• Organization: Manage assignments to ensure all tasks are completed within deadlines; effectively manage time and prioritize tasks and projects; prepare and maintain complex and confidential records in an automated system to work on numerous tasks
• Attention to Detail: Research, coordinate, and track work in a proficient manner to ensure accuracy; identify problems and review related information to develop and implement solutions; use deductive reasoning skills to meet several complimentary goals
• Technology and Tool Usage: Learn and adapt to new technologies within the Microsoft Suite as well as Supreme Court systems

Qualifications

For success in this role, candidates should have:

• At least 3 years of relevant experience in a similar administrative position
• Experience with Microsoft Office Suite, particularly Outlook and Word
• Excellent organizational and time management skills
• Strong written and verbal communication skills
• Ability to handle sensitive and confidential information
• Proficiency with Microsoft Excel and PowerPoint
• Experience with administrative software and databases

Skills

• Administrative Support
• Microsoft Office Suite
• Time Management
• Communication
• Confidentiality
• Organizational Skills

Benefits

The State of Indiana offers a comprehensive benefits package for full-time employees which includes:

• Three (3) medical plan options (including RX coverage) as well as vision and dental plans
• Wellness program (offers a premium discount for the medical plan and gift cards)
• Health savings account, which includes bi-weekly state contribution
• Deferred compensation 457B account (similar to 401k plan) with employer match
• Two (2) fully funded pension plan options
• A robust, comprehensive program of leave policies covering a variety of employee needs, including but not limited to: 150 hours of paid new parent leave; up to 15 hours of paid community service leave; combined 180 hours of paid vacation, personal, and sick leave time off; 12 paid holidays, 14 on election years; group life insurance; employee assistance program that allows for covered behavioral health visits; qualified employer for the Public Service Loan Forgiveness Program; free parking for most positions; free LinkedIn Learning access
• Hybrid Option for eligible employees/positions

Pay

The salary for this position traditionally starts at $55,000 but may be commensurate with education and/or experience.

Schedule

The schedule for this position is typically full-time.