Executive Assistant
Indianapolis, IN, US, 46204
Work for Indiana
Begin a fulfilling career with the State of Indiana by joining one of the largest employers in the state, offering a range of opportunities across 60+ agencies. At the state, you'll find competitive compensation, a robust benefits package and a commitment to work-life balance. Most importantly, you'll have the chance to make a real and measurable impact on the lives of Hoosiers across Indiana.
Role Overview:
The Executive Assistant to the Secretary of Transportation and Infrastructure is directly responsible for supporting all administrative needs and operations of the office of the Secretary of Transportation and Infrastructure and ensures the Secretary is properly briefed and prepared for all meetings and presentations. The Executive Assistant ensures both external and internal State of Indiana personnel have appropriate access to the Secretary for all decision making or other purposes.
Salary Statement:
The salary for this position traditionally starts at $47,476.00 but may be commensurate with education or work experience.
A Day in the Life:
The essential functions of this role are as follows:
- Complete a broad variety of executive administrative tasks that facilitate the Secretary’s ability to effectively lead the State of Indiana Transportation and Infrastructure vertical, including calendar management, drafting and editing correspondence, e-mails, memos, and communications on the Secretary’s behalf.
- Aid with special projects; research; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff, the Governor and his office, and outside parties, and maintaining contact lists.
- Provide sophisticated calendar management including complex scheduling of meetings and conference calls for internal and external stakeholders and prioritizing sensitive matters to ensure their time is utilized efficiently.
- Prioritize and assist in responding to internal and external inquiries and requests while troubleshooting conflicts; use critical thinking to make recommendations, ensuring smooth day-to-day engagements.
- Respond to internal and external customers and provide appropriate assistance.
- Work with Travel Coordinator to prepare travel arrangements for the Secretary.
- Prepare credit card statements, claim vouchers, and travel vouchers.
- Work with the legal and finance department to manage signature process for all agreements and contracts that require Secretary signature.
- Clearly communicates concerns and questions to the appropriate team members by keeping each consistently apprised of issues and situations that need attention.
- Maintain comprehensive and accurate record of details and status on all initiatives.
This position is exempt from overtime compensation for additional work hours which may be required to complete essential functions or other assigned work. Exempt employees may work more than 75 hours in a pay period without additional compensation and must report a minimum of 75 hours per pay period of work hours and/or paid leave taken to receive their base biweekly salary.
What You'll Need for Success:
Individuals in this role should minimally be able to articulate or demonstrate the following:
- Experience: Minimum of two years’ experience supporting executive staff in a large, professional business environment
- Knowledge: Expert level of knowledge of Windows, Microsoft Office, SharePoint & Excel
- Ability to:
• Represent the State of Indiana and the Secretary in a professional and confidential manner.
• Exercise sound judgement and exemplify a professional presence and calm demeanor when dealing with all issues and situations.
• Communicate ideas and principles to a broad audience, both orally and written.
• Work on multiple and complex tasks related to state government.
• Proactively find resolutions to issues and think critically when searching for solutions.
• Collect, interpret, evaluate data and produce clear and concise reports.
• Maintain a high level of reliability and stability.
• Maintain the highest level of confidentiality.
Individuals should have the ability to perform essential functions with or without reasonable accommodation.
Supervisory Responsibilities/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) as well as vision and dental plans
- Wellness Rewards Program: Complete wellness activities to earn gift card rewards
- Health savings account, which includes bi-weekly state contribution
- Deferred compensation 457(b) account (similar to 401(k) 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 and up to eight weeks of paid Childbirth Recovery Leave for eligible mothers
- 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
- Education Reimbursement Program
- Group life insurance
- Referral Bonus program
- 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
Equal Employment Opportunity:
The State of Indiana is an Equal Opportunity Employer and is committed to recruiting, selecting, developing, and promoting employees based on individual ability and job performance. Reasonable accommodations may be available to enable individuals with disabilities to complete the application and interview process as well as perform the essential functions of a role. If you require reasonable accommodations to complete this application, you can request assistance by contacting the Indiana State Personnel Department at jobs@spd.IN.gov.
Nearest Major Market: Indianapolis
