Executive Assistant to the Vice President

Ball State University • Muncie, IN

4d • $22 - $24 • Onsite

About The Position

Ball State University is hiring an Executive Assistant to the Vice President for the VP for Governmental Relations and Industry Engagement. Candidates for searches must have current authorization to be employed in the United States without employer sponsorship.

Requirements

• Associate’s degree or equivalent.
• Over three through five years of secretarial, administrative, office management or related experience.
• Ability to be organized with strong planning skills and prioritization of tasks
• Excellent written and verbal communication skills.

Nice To Haves

• Bachelor’s degree.
• Office experience at an executive level.
• Experience with event planning and coordination.
• Experience with budget and managing expenditures.
• Familiarity with university software systems.

Responsibilities

• Provide all administrative and organizational support to the office of Governmental Relations and Industry Engagement, which includes document preparation and maintaining office files; preparing presentations, briefing packets, and other materials needed for meetings; IT setup for meetings; process incoming correspondence and mail, and track follow up; monitor office email office accounts, and track follow up; enter and approve items in various university software systems; assist with planning and coordination of marketing and communication needs; provide general office and reception support.
• Schedule and arrange meetings and maintain detailed calendars for the office of Governmental Relations and Industry Engagement; anticipate potential conflicts and make necessary adjustments.
• Plan and arrange various events, special meetings, and campus visits (including for legislators, and community and industry partners); coordinate arrangements including: scheduling, reserve facilities, IT equipment set up, order catering, parking arrangements, prepare and send invitations, process move requests, take and track RSVPs, and prepare event materials including briefing packets, itineraries, schedules, nametags, guest lists, table seating assignments, etc.; assist with table sponsorships; and assist and manage on-site event production as needed.
• Manage the Governmental Relations and Industry Engagement General Fund and Foundation accounts. This includes submitting and processing invoices and receipts; managing expenditures and budget transfers; process and submit receipts for monthly purchasing card reports; process subscriptions and registrations; review monthly reports and reconcile and verify all expenditures and receipts for accuracy; and produce monthly financial reports and summaries for the Vice President’s review.
• Coordinate travel arrangements for Governmental Relations and Industry Engagement, including processing travel authorizations and expenses in Chrome River; booking flights, university car, and hotels; process conference registrations; and the timely processing of expense reimbursements.
• Track daily mileage for Vice President’s university vehicle; prepare annual mileage report for signature and submission; schedule maintenance and car washes; submit gas receipts to Transportation.
• Track reportable legislative expenses and prepare annual legislative liaison activity report for signature; assist with filing annual report with the Indiana Lobby Registration Commission.
• During legislative session, track and monitor Hannah and IGA.gov for relevant session and committee meetings; assist with other session needs as assigned.
• Maintain inventory of office supplies and equipment; order supplies, computer equipment, refreshments and other necessary items via the university online purchasing system, internet, or phone.
• Create and manage job postings and hirings for all posted positions within the office of Governmental Relations and Industry Engagement.
• Perform other related duties as assigned.
• Maintain regular and predictable attendance.

Benefits

• paid 10 to 24 vacation days
• 12 sick days
• 10 holidays a year
• paid parental leave (6 weeks)
• affordable health and dental insurance
• robust long-term disability and life insurance plans
• a range of retirement benefits
• cover 90 percent of your child's (or children's) undergraduate college tuition at Ball State
• cover 100 percent of the tuition costs for you to earn your undergraduate degree
• cover 80 percent of your graduate tuition

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree