Executive Assistant Bloomington

Executive Assistant - Indiana University

Bloomington, IN. INTERNATIONAL AFFAIRS (UA-INTP-IUBLA)

About the Office of the Vice President for International Affairs (IU Global):

The Vice President for International Affairs and the teams of staff in OVPIA's offices are the stewards of international activity across all campuses of Indiana University. We provide strategic leadership and advocacy for all international programs and projects and coordinate the resources necessary to sustain their growth. Our goal is to enable as many students, faculty, and staff as possible to pursue international and intercultural knowledge and experiences and to become engaged global citizens.

Learn how OVPIA provides leadership and support for IU's international efforts.

• 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.

• 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

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

• Ability to simultaneously handle multiple priorities
• Strong verbal communication and listening skills
• Demonstrated ability to maintain confidential information
• Strong tact and diplomacy skills

• 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…