Executive Administrative Coordinator

Indiana University Health System • Muncie, DE

6d • Onsite

About The Position

Indiana University Health is seeking a detail-oriented, professionally polished, and strategically minded executive administrative professional to support the VP and Chief Operating Officer at Ball Memorial Hospital. This role supports executive operations for the VP COO at Ball Memorial Hospital, including managing the calendar with a forward-looking approach, coordinating meetings involving multiple stakeholders, drafting and sending professional communications on behalf of leadership, tracking and driving items on the executive team's issues and tasks log, supporting project coordination, preparing Board of Director documents, managing materials for top level executive leadership, processing invoices, expense approvals, and other administrative and technical requests. The role also assures accuracy and availability of office records, files, resource data, reports, and basic budget oversight, and proactively anticipates administrative and technical issues and addresses them before they require escalation.

Requirements

• Bachelor's degree or equivalent years of experience required
• 5-7+ years of relevant experience
• Experience with Board of Director document preparation / materials management for top level executives
• Strong proficiency in MS office (Word, PowerPoint, Excel)
• Progressive experience in receiving, analyzing, and interpreting complex data and information

Nice To Haves

• Experience with matrix organization and complex work environment preferred

Responsibilities

• Managing the calendar with a forward-looking approach, including a weekly touchpoint to plan and proactively adjust the schedule to match shifting priorities
• Coordinating meetings involving multiple stakeholders across IU Health sites and external community partners
• Drafting and sending professional communications on behalf of leadership to external and community stakeholders
• Tracking and driving items on the executive team's issues and tasks log, helping ensure action items are completed and leaders remain aligned
• Supporting project coordination across executive team initiatives
• Preparing Board of Director documents and managing materials for top level executive leadership
• Processing invoices, expense approvals, and other administrative and technical requests as directed
• Assuring accuracy and availability of office records, files, resource data, reports, and basic budget oversight
• Proactively anticipating administrative and technical issues and addressing them before they require escalation

Benefits

• IU Health leaders play a crucial role in advancing the mission of our organization and inspiring teams to make a meaningful difference in the lives of patients.
• As one of Indiana’s largest employers and the most comprehensive medical system in the state, our vision is to lead the transformation of healthcare through quality, innovation and education, and make Indiana one of the nation’s healthiest states.
• IU Health is the largest health system in Indiana with nearly 40,000 team members, 15 hospitals and $8.64 billion in operating revenue.
• The system’s programs in cancer, cardiovascular, neuroscience, orthopedics, pediatrics and transplants have received national recognition for quality patient care.
• IU Health, in partnership with the Indiana University School of Medicine, bring together highly skilled physicians, researchers, and educators into close collaboration to provide world-class care for children and adults and improve the health of patients and communities across Indiana.
• Indiana University Health is dedicated to a fair hiring process and is committed to equal opportunity and nondiscrimination for all individuals, regardless of age, color, disability, ethnicity, marital status, national origin, race, religion, gender identity, expression, sexual orientation, or veteran status.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive