Executive Assistant

October 21, 2025

Full Time
Bloomington, IN
Posted 5 months ago

Job ID: 317335

Department

INTERNATIONAL AFFAIRS (UA-INTP-IUBLA)

Department
Information

About the Office of the Vice President for International Affairs (IU Global)

The Vice President for
International Affairs and the teams of staff in OVPIA’s offices are the stewards of international activity across all campuses of Indiana
University. We provide strategic leadership and advocacy for all international programs and projects and coordinate the resources necessary
to sustain their growth. Our goal is to enable as many students, faculty, and staff as possible to pursue international and intercultural
knowledge and experiences and to become engaged global citizens.

Learn how OVPIA
provides leadership and support for IU’s international efforts.

Job Summary

Department Specific
Responsibilities

Serves as the primary administrative and operational support to the Vice President (VP) for International
Affairs, ensuring the VP’s office functions with efficiency, professionalism, and discretion.
Provides high-level support to the
senior leadership team within IU Global. As a key member of the IU Global team, the Executive Assistant contributes to the smooth execution
of daily operations and supports strategic initiatives across the unit.
Manages complex calendars, including coordinating internal
and external meetings across time zones, prioritizing scheduling needs, and resolving conflicts.
Handles appointment scheduling with
attention to strategic priorities and executive availability.
Coordinates domestic and international travel, including flight and
hotel arrangements, itinerary planning, visa processing, and logistical support.
Prepares documentation in support of expense
reporting with meticulous attention to financial policies and deadlines.
Provides confidential support on sensitive matters
involving human resources, finance, strategic planning, and personnel actions, maintaining the highest level of discretion and
professionalism.
Manages and triages executive email and phone communications, drafting responses, and flagging time-sensitive
issues as needed.
Handles internal and external correspondence, ensuring timely and appropriate responses on behalf of
leadership.
Maintains organized and accessible digital and physical filing systems for reference and compliance.
Leverages
scheduling, communication, and workflow technologies to enhance team efficiency and optimize executive time and attention.
Monitors
and track progress on key initiatives, ensuring follow-through on action items and timely completion of deliverables.
Conducts
project-specific research and prepare briefing materials, reports, and executive summaries to support decision-making.
Develops
high-quality slide decks, presentations, and communication materials for internal and external audiences.
Plans and coordinates team
meetings, including agenda development, note-taking, and follow-up tracking.
Leads logistical planning for conferences and events,
managing venues, catering, travel, technology needs, and on-site execution.
Supports the planning and implementation of IU
Global-sponsored events and initiatives.
Performs additional duties and special projects as assigned to support the mission and
goals of IU Global.

General Responsibilities

Conserves executive’s time by reading, researching, and routing
correspondence; drafting letters and documents; collecting and analyzing information; initiating communications.
Maintains
executive’s appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
Welcomes guests and
customers by greeting them, in person or on the telephone; answering or directing inquiries.
Maintains customer confidence and
protects administrative operations by keeping information confidential.
Prepares administrative information and reports by
collecting, analyzing, and summarizing data and trends.

Qualifications

EDUCATION/WORK EXPERIENCE

Required

High school diploma or equivalent (such as HSED or GED) and 7 years of experience in an administrative support role
OR
Associate’s degree and 4 years of experience in an administrative support role OR
Bachelor’s degree and 2 years of experience in an
administrative support role

Preferred

Proven experience in executive-level administrative support, preferably in a higher
education or global context

SKILLS

Required

Ability to simultaneously handle multiple
priorities
Strong verbal communication and listening skills
Demonstrated ability to maintain confidential
information
Strong tact and diplomacy skills

Preferred

Ability to manage multiple
priorities in a fast-paced environment with a proactive and adaptable approach
Strong written and verbal communication
abilities
High degree of professionalism, discretion, and confidentiality
Exceptional organizational skills and attention to
detail
Proficiency with Microsoft Office Suite, Google Workspace, and/or related technologies
Exceptional organizational,
communication, and project management skills
Ability to handle sensitive information with absolute confidentiality

Working Conditions / Demands

This role requires the ability to effectively communicate and to operate a computer and
other standard office productivity equipment. The position involves sedentary work as well as periods of time moving around an office
environment and the campus. The person in this role must be able to perform the essential functions with or without an accommodation.

Work Location

Bloomington, Indiana

Ferguson International Center

After an initial period of
training period, this position may be eligible to work a hybrid schedule (mix between remote and in-person work), subject to change in the
future based on university policy and business needs.

Advertised Salary

$50,000 – $60,000 annually; dependent upon
experience and qualifications

Benefits Overview

For full-time staff employees, Indiana University offers a wide
array of benefits including:

Comprehensive medical and dental insurance
Health savings account with generous IU
contributions
Healthcare and dependent care flexible spending accounts
Basic group life insurance paid by IU
Voluntary supplemental life, long-term disability, critical illness, and supplemental accidental death & dismemberment insurance
Base retirement plan with generous IU contributions, subject to vesting
Voluntary supplemental retirement plan options
Tuition subsidy for employees and family members taking IU courses
10 paid holidays plus a paid winter break each year
Generous paid time off plans
Paid leave for new parents and IU-sponsored volunteer events
Employee assistance
program (EAP)