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Indiana University · 13 hours ago

Executive Assistant

Bloomington, IN

Full-time

Hybrid

Entry, Mid Level

$50K/yr - $60K/yr

2+ years exp

Indiana University is seeking an Executive Assistant for the Office of the Vice President for International Affairs. The role provides high-level administrative and operational support to the VP and senior leadership team, ensuring efficiency in daily operations and strategic initiatives, while managing complex scheduling and travel arrangements.

Higher Education

H1B Sponsor Likely

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

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

Qualification

Executive-level supportMicrosoft Office SuiteOrganizational skillsProject managementVerbal communicationTactDiplomacyWritten communicationConfidentialityAttention to detailAdaptability

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

Ability to simultaneously handle multiple priorities

Strong verbal communication and listening skills

Demonstrated ability to maintain confidential information

Strong tact and diplomacy skills

Preferred

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

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

Benefits

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)

Company

Indiana University

Glassdoor4.1

Indiana University looked for ways to promote innovation while assisting students in building better futures.

Founded in 1820

Bloomington, Indiana, USA

10001+ employees

https://www.iu.edu

H1B Sponsorship

Indiana University has a track record of offering H1B sponsorships. Please note that this does not guarantee sponsorship for this specific role. Below presents additional info for your reference. (Data Powered by US Department of Labor)

Distribution of Different Job Fields Receiving Sponsorship

Represents job field similar to this job

Trends of Total Sponsorships

2025 (187)

2024 (146)

2023 (127)

2022 (119)

2021 (81)

2020 (79)