Executive Assistant

POSITION PURPOSE
The Executive Assistant provides advanced administrative and clerical support to Vice Presidents and other executive staff as assigned.

Although this opening is designed as a Executive Assistant position, the actual hiring level will depend on the experience of the successful candidate.

This is a hybrid role with (1 or 2) days onsite based on business needs.

POSITION ESSENTIAL DUTIES AND RESPONSIBILITIES
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

JOB KNOWLEDGE
Job knowledge focuses on the understanding and skills one needs in order to perform well in this role. It also focuses on the expectation to continually refine and improve the required skills by seeking out internal and external learning opportunities.
Related expectations include:

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  Has a working knowledge of advanced concepts, practices, and procedures in:
  
  
  
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    Office and administration procedures
    
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    Standard office equipment software applications, including Microsoft Office and Microsoft Outlook
    
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    Event Planning
    
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    Supervising
    
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    Arranging and coordinating travel plans, meetings, and agendas
    
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    Coordinating reimbursements
    
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    Coordinating and preparing for quarterly board meetings and other Institute or Foundation meetings
    
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    Data privacy practices and laws
    
  
  
  
  

PERFORMANCE AUTONOMY
The performance autonomy competency focuses on the level of independence one has when performing the work. Excellent time-management and multi-tasking skills are also a factor in this competency.
Related responsibilities include:

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  Maintains calendars, including but not limited to, arranging and coordinating all meetings and making all travel arrangements for Vice Presidents and assigned senior leadership staff.
  
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  Coordinates assigned internal events, including but not limited to scheduling, sending invitations, tracking responses, arranging CMEs, working with outside vendors, making food arrangements, taking notes, etc. Events could include WIPs, Sam Talks, Conferences, cookouts, holiday parties, administrative meetings, or other events as assigned.
  
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  Attends meetings and takes minutes as requested
  
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  Coordinates the process of those who request to use the Institute for meetings/conferences outside of standard requests, including sending approvals, denials, and information needed for scheduling
  
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  Performs basic administrative duties such as faxing, scanning, mailing, filing, copying, and answering phones
  
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  Coordinates and executes external visitors including travel arrangements, itinerary, and in-person escorting
  
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  Prepares and submits reimbursements for assigned Vice Presidents and staff.
  
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  Maintains own credit card as well as any held by assigned Vice Presidents and submits for reimbursement
  
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  Maintains open and close communication with internal and external stakeholders as appropriate.
  
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  Transcribes meeting minutes, documents, and correspondence
  
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  Maintains IU Box folders as assigned
  
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  Constructs meeting agendas, correspondence, papers, and reports, to required specifications
  
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  Corresponds to all emails in a timely fashion
  
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  Maintains appropriate confidentiality at all times.
  
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  Represents the organization and senior leaders and acts in a professional manner at all times.
  

DECISION MAKING
The decision-making competency focuses on how much one is expected to make decisions when performing the work. It is directly aligned with the performance autonomy competency.
Related responsibilities include:

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  Demonstrates business acumen and makes appropriate decisions regarding administrative processes, seeking approval before making higher-level decisions
  
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  Performs assigned tasks based on experience
  
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  Provides appropriate information to team members
  
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  Performs and prioritizes multiple tasks in a timely manner
  

CREATIVITY
The creativity competency focuses on the amount of design, development, and problem-solving creativity expected in the role.
Related responsibilities include:

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  Uses creative thinking to determine goals and develop and improve processes
  
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  Recommends changes to improve presentations or publications
  

TEAMWORK AND MANAGEMENT
The teamwork and management competency focus on the interaction and collaboration between team members. It also focuses on the ability to manage people and projects. Inherent in this competency is the ability to communicate orally and in writing and to improve communication skills as time and experience progress.
Related responsibilities include:

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  Provides cross-coverage administrative assistant support
  
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  Serves as a resource to team members
  
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  Seeks input and feedback from team members to improve individual work activities
  
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  Provides feedback for team members to improve department processes or functions
  
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  May lead or direct projects and/or the work of team members
  
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  Attends staff meetings and in-service training as required
  
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  Performs all tasks to company standards without direct supervision
  
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  Takes initiative to recognize and complete additional relevant work without direct supervision
  

QUALIFICATION REQUIREMENTS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

EDUCATION and/or EXPERIENCE

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  High school diploma, general education degree (GED) or equivalent is required.
  
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  Requires at least three years of administrative support experience, preferably directly supporting senior leadership individuals.
  

LANGUAGE SKILLS

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  Ability to read and comprehend simple instructions, short correspondence, and memos
  
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  Ability to write simple correspondence, including formal letters
  
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  Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization
  

REASONING ABILITY

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  Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form
  

MATHEMATICAL SKILLS

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  Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations
  

TECHNICAL/COMPUTER SKILLS

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  Proficient computer skills, including a working knowledge of Microsoft Word, Microsoft Excel, and
  e-mail systems
  
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  Ability to operate office equipment, including copiers, fax machines, and phones
  
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  Ability to set up Zoom meetings, virtual meetings, audio/visual equipment, etc.
  

PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential duties of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

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  This position requires the physical ability to work 40 hours per week, including the flexibility to work extended hours as necessary to meet organizational needs
  
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  This position requires the ability to sit and/or stand for extended periods of time
  
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  This position requires the manual dexterity to operate a keyboard and pointing device
  
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  This position requires the ability to travel around campus or to outside meetings as necessary
  
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  This position requires the ability to perform focused work with close attention to detail
  
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  This position requires excellent speaking, writing, and listening skills
  
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  This position requires some physical activity, such as pushing, pulling, lifting, carrying, and moving (up to 20 pounds)
  

WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential duties of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

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  This work takes place in both an office environment and other environments for meetings, interactions with subjects, and training purposes
  
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  This work is fast-paced and deadline-oriented and requires a flexible work schedule
  
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  The use of a computer, business office equipment, and other machinery is necessary
  
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  This position requires working as a team member and also independently
  
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  This position requires working and interacting with others, both in person and through phone, e-mail, and written correspondence
  

BENEFITS OF WORKING HERE

• Work with a variety of diverse professionals in the healthcare industry
• Free parking
• Paid holidays, vacation, and sick time
• Group Life and Voluntary Term Life insurance
• Long-term and Short-term Disability plans
• Employee Assistance Program (EAP)
• Flexible Spending Account (FSA)
• 403b Retirement Plan with gracious employer contributions
• Fitness program
• Pet insurance
• Qualified employer for loan forgiveness

Please note sponsorship and/or relocation are not available for this position.

REGENSTRIEF INSTITUTE REQUIRES ALL EMPLOYEES TO RECEIVE THE INFLUENZA VACCINATION ANNUALLY UNLESS APPROVED FOR EXEMPTION