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Executive Assistant

Date Posted:  Jun 23, 2022
Requisition ID:  356023
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. As a proud equal opportunity employer, reasonable accommodations may be available to enable individuals with disabilities to interview and to perform the essential functions of a role.

 

Next Level benefits at the State of Indiana are here! Be sure to review our expanded benefit package offerings below.

 

About the Indiana State Museum and Historic Sites:

The Indiana State Museum and Historic Sites (ISMHS) is a statewide museum system with 12 locations including the Indiana State Museum in downtown Indianapolis and 11 historic sites in the Indiana communities of Evansville, Corydon, New Albany, Rome City, Madison, Fountain City, Geneva, New Harmony, Nashville, Vincennes, and Metamora.

 

Mission: To serve as a catalyst for informal lifelong learning that connects the stories of real people, places, and things.

 

VisionBe the leader in informal lifelong learning that is recognized, sought-after and celebrated regionally, nationally, and globally.

 

Values:

  • Inclusion
  • Integrity
  • Stewardship
  • Transparency

 

Strategic Priorities:

  1. Engage and serve an expanded and diverse audience through transformative experiences: Collections. Exhibits. Programs.
  2. Translate/transform our historic sites from buildings/tours to experiences/legacies.
  3. Brand awareness and reputation management.
  4. Sustainability (product and financial).
  5. Organizational culture.

 

Salary:

The starting pay for this role is $65,000 per year.

About the Job:

The Executive Assistant for the President and CEO of the Indiana State Museum is a critical support role for the President, CEO and Leadership Team. This position is located in downtown Indianapolis, Indiana. The Executive Assistant responsibilities include, but are not limited to, program management, research and presentations preparation, travel logistics, event coordination, tactical organization of meetings, special events, and calendaring. This position works closely with the Chief Development Officer and Chief Marketing Officer, the senior Leadership Team, and the full organization as needed. This position reports to the CEO and represents assigned executives on confidential matters related to the agency.

A Day in the Life:

The essential functions of this role are as follows:

  • Provides daily administrative support to the CEO and Leadership Team including calendar management Serves as the administrative liaison between ISMHS and the Governor’s office
  • Proactively manages appointments and projects among the senior leadership team
  • Aligns incoming requests with executive priorities to ensure top priorities are addressed first Manages organizational donor events
  • Serves as lead coordinator for staff meetings and other senior leadership-led events; Maintains office equipment and ongoing supply inventory within designated budget
  • Prepares various engaging and informative executive-level reports and presentations as needed Maintains agency contact databases
  • Assists senior leadership team as needed in completing a variety of project work Issues communication on behalf of the CEO as needed
  • Board liaison

 

The job profile 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 with or without notice. 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:

  • At least four (4) years’ experience in administrative support, business administration, office management, program support, public administration, or accredited college training in a related area. Previous experience supporting executives strongly preferred.
  • Outstanding written and verbal communication skills, grammar and proofreading abilities as well as excellent computer skills, including Word, PowerPoint, Outlook, Excel, Prezi, and other Effective at communicating with all levels of the agency and public speaking and/or moderating large groups
  • Ability to create visually appealing and easy to read communications and graphics 
  • Strong time management and organizational skills required. Must be able to manage multiple projects concurrently and make decisions quickly
  • Must exude professional image 
  • Ability to handle people and situations with tact, diplomacy, discretion, confidentiality and a sense of urgency
  • Working knowledge of state government administrative structures
  • Working knowledge of fundraising and donor relations
  • Strong critical thinking and customer service skills
  •  Board relations and administration including meeting logistics, preparing materials, communication and correspondence, data collection and organization
  •  Ability to handle stress and work comfortably in a fast-paced environment where priorities and direction may change frequently
  • Outstanding interpersonal skills, ability to build relationships, establish credibility, and influence leaders at all levels

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) as well as vision and dental plans;
  • Wellness program (offers premium discount for the medical plan and gift cards);
  • Health savings account, which includes bi-weekly state contribution; 
  • Flexible work scheduling options, including the potential for hybrid remote work for employees whose work may be performed outside state facilities;
  • 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; 
  • 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.

 

Current Employee? Click here to apply.


Nearest Major Market: Indianapolis