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Executive Assistant & Special Projects Manager

Date Posted:  Jan 3, 2022
Requisition ID:  271801
Location: 

Indianapolis, IN, US, 46204

 

Work for Indiana

Grow your career with the State of Indiana! With more than 50 executive branch agencies, the State of Indiana is a diverse workforce offering employees stimulating and challenging projects across a broad scope of career opportunities. As a State of Indiana employee, you impact the well-being of Indiana’s communities every day.

 

At the State of Indiana, we don’t just talk about diversity and inclusion – Our goal is to create a welcoming, accessible, and equitable workplace, with a workforce that is representative of the State of Indiana population. We are proud to be an equal opportunity employer.

 

About the Indiana State Department of Agriculture (ISDA): 

The Indiana State Department of Agriculture (ISDA) was established as a separate state agency by the Legislature in 2005. The Director of ISDA is appointed by the Governor and is a member of the Governor’s Cabinet. The ISDA vision is to be a global leader in innovation and commercialization for food, fuel, and fiber production.  For more info click this link: http://www.in.gov/isda/3240.htm

 

Salary: 

The starting salary for this position ranges from $35,568 to $40,000 per year but may be commensurate with education and/or experience.

About the Job:

The position of Executive Assistant & Special Projects Manager will serve as the key resource for the Director and Deputy Director of the Indiana State Department of Agriculture. This role is a mix of scheduling, advancing, and communications support, which will include some administrative duties. The incumbent will serve as the first point of contact for outside parties and coordinator for the Director and Deputy Director.  A variety of projects, ranging from software management to leading committee work will be managed by the incumbent. The incumbent needs to have a strong agriculture background and should possess excellent written and verbal communication, teamwork, project management and basic analytical skills. Most of the work will require initiative and follow-through, thus the individual must be a self-starter and problem solver.

A Day in the Life:

The essential function of this role are as follows:

  • Be responsible for keeping the director's calendar and vetting all meeting and event requests to determine which are most important.
  • Become knowledgeable of industry dynamics in order to accurately make scheduling decisions.
  • Work closely with ISDA Communications Department to ensure the Director is prepared for meetings, events, and other speaking engagements.  Typically involves background work on the organization/event, researching key topics of importance, areas of potential issue and concerns.
  • Handle confidential information and discussions with professionalism.
  • Prepare the Director’s schedule for the State Fair.  
  • Handle all aspects of ISDA’s activities at the State Fair.  Schedule staffing for the Normandy Barn, ensure all public activities (Hoosier Homestead, Celebration of Ag) are coordinated, schedule commodity group meetings, and develop agendas for the meetings with the commodity representative.  Work with State Fair staff to coordinate any activities between the two entities.  Provide additional support to the director and deputy director for State Fair Board Meetings and activities, if needed.
  • Handle the development and budget for the Indiana State Fair Normandy Barn Exhibit.
  • Serve as the key contact for ISDA Advisory Board meetings.  Responsibilities include arranging the meetings, preparing and maintaining paperwork, assisting ISDA Advisory Board members, and responding to information requests.
  • Serve as the key contact and program manager for State Fair Board Elections.  This annual event requires a schedule set by law.  
  • Assist with any additional communication research and event staffing.
  • Provide customer service internally to ISDA staff and externally to ISDA partners and other patrons.
  • Regularly communicate important information to staff.
  • Coordinate travel arrangements, as necessary.  Compile all necessary documentation for travel purposes.
  • Set up all-staff meetings on a twice-a-year basis, coordinating all event arrangements.
  • File documents and maintain records as required by retention policies. Train other staff on retention policies.
  • Handle many of the Director’s administrative needs: typing, filing, sorting mail, etc.
  • Act as a liaison with the SPD/HR staff to fulfill state requirements for documentation and training.
  • Work closely with Central Business Office staff to order business cards, phones, technology, and other IT needs for new employees. 
  • Coordinate with Lt. Governor's staff to ensure the Lt. Governor is well prepared for all agriculture-related events and activities she attends. 
  • Serve as System Administrator for the department's Salesforce account. 
  • Act as liaison between Salesforce staff and department staff to resolve any issues that are occurring with the software. 
  • Fulfill other duties as assigned by the Director and Deputy Director.

 

The job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Other duties, responsibilities and activities may change or be assigned at any time. Reasonable accommodations may be made to enable individuals with disabilities to interview and to perform the essential functions of this role.

What You'll Need for Success:

  • Working knowledge of the organization of the agency and of state and federal agencies;
  • Ability to communicate orally and in writing;
  • Ability to maintain effective working relationships; 
  • Strong understanding/background of agriculture;
  • Must have working knowledge of ISDA policy and procedures necessary to answer inquires;
  • Customer service skills and strong computer skills including MS Word, MS Excel, Outlook;
  • Ability to work independently under general direction; 
  • Ability to manage multiple projects and related priorities.

Supervisory Responsibilities/Direct Reports:

This role does not provide direct supervision to direct reports.

 

Benefits of Employment with the State of Indiana:

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

  • Three (3) medical plan options (including RX coverage) and vision/dental coverages 
  • Wellness program (offers premiums discount for the medical plan) 
  • Health savings account (includes bi-weekly state contribution) 
  • Deferred compensation account (similar to 401k plan) with employer match 
  • Two (2) fully-funded pension plan options 
  • Group life insurance 
  • Employee assistance program that allows for covered behavioral health visits 
  • Paid vacation, personal and sick time off 
  • Competitive leave policies covering a variety of employee needs 
  • 12 company paid holidays, 14 on election years 
  • Qualified employer for the Public Service Loan Forgiveness Program 
  • New Parent Leave 
  • Free Parking 
  • Free LinkedIn Learning 

 

Equal Employment Opportunity:

The State of Indiana is an Equal Opportunity Employer.

 

Current Employee? Click here to apply.


Nearest Major Market: Indianapolis