Executive Coordinator

Executive Coordinator

This position serves in the Office of Judicial Administration as Executive Coordinator for the Chief Administrative Officer (CAO) and the Deputy Chief Administrative Officer (Deputy CAO) of the Indiana Supreme Court. This position provides support for these roles through a broad variety of administrative duties and programs that assists in completing daily tasks.

A Day in the Life:

• Assists with routing communication timely and appropriately; preparing for meetings by drafting agendas and printing materials; drafting and electronically filing correspondence; summarizing reports; demonstrates initiative in anticipating and helping determine the CAO's and Deputy CAO's order of work priorities and timelines; manage the CAO's calendar of appointments, including coordination of detailed travel plans and appropriate state reimbursements
• Serve as primary administrative point of contact for the CAO and Deputy CAO; answer and screen phone calls, take messages, and respond to correspondence as appropriate.
• Develop agendas and coordinate materials for weekly and monthly executive-level meetings with OJA managers, the Chief Justice, Associate Justices, and external stakeholders.
• Enable consistent utilization of Administrative Portal on Supreme Court Intranet; track requests and assist with follow-up to ensure matters are handled in a timely manner; maintain confidential documents.
• Facilitate internal and external meetings: scheduling, securing locations, assembling materials, communication, and other related tasks.
• Support executive operations through reading, researching, routing correspondence, drafting letters, memos, and documents, collecting, and analyzing information, and initiating communication.
• Develop an understanding of organizational structure and various initiatives within each department of the Office of Judicial Administration.
• Integrate calendars for internal/external meeting requests, appointments, and conferences.
• Prepare travel itineraries and estimates, submit travel voucher upon completion, and ensure necessary documentation and receipts are provided.
• Create or revise executive summaries when appropriate, review or summarize files and reports.
• Additional duties as assigned.

What You'll Need for Success:

Integrity:
Exercise discretion in handling confidential information and materials Maintain personal and business affairs in a manner that ensures public confidence in the integrity, competence, impartiality, and independence of the judiciary as well as avoid situations that could lead to conflict, or the appearance of conflict

Professionalism:
Interact with all people in a respectful manner, maintain business-like appearance, and promote harmony in the workplace Interact with executive branch agencies, federal agencies, and judicial officers in a manner that promotes confidence and respect in the Office of Judicial Administration

Customer Service:
Act as a liaison when interacting with management, staff, internal and external stakeholders to provide program specific information, answer questions, and address issues and concerns Successfully diffuse elevated conversations with an intent for resolution

Communication:
Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times Communicating effectively in writing as appropriate for the needs of the audience

Organization:
Manage assignments to ensure all tasks are completed within deadlines Effectively manage time and prioritization of tasks and projects Prepare and maintain complex and confidential records in an automated system to work on numerous tasks

Attention to Detail:
Research, coordinate, and track work in a proficient manner to ensure accuracy Problem Solving:
Identify problems and review related information to develop and implement solutions Use deductive reasoning skills to meet several complimentary goals

Technology and Tool Usage:
Learn and adapt to new technologies within the Microsoft Suite as well as Supreme Court systems

Benefits package for full-time employees:
The State of Indiana offers a…