Executive Administrative Coordinator

RiseMe; Indianapolis (IN); On-site; USD 60,000 - 95,000; Full time

Job summary

Indiana University Health is seeking an Executive Administrative Coordinator to provide comprehensive support to the VP - Chief Human Resources Officer and Medical Group CFO in Indianapolis. The role emphasizes calendar management, travel logistics, board materials, and project oversight within a large, matrixed healthcare system.

The candidate will coordinate meetings, handle complex travel and expense processes, and maintain critical executive-level documents, contributing to high-level

Qualifications

• Bachelor's degree or equivalent years of experience.
• 5-7+ years of relevant experience.
• Experience with matrix organization and complex work environment preferred.
• 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.

Responsibilities

• Managing complex, high volume calendar management with autonomy and foresight.
• Coordinating meetings, events, and logistics across a large organization.
• Preparing and managing detailed travel arrangements, processing invoices and expense approvals, handling inquiries as directed.
• Preparing Board of Director documents and managing materials for top level executive leadership.
• Owning one large ongoing monthly project for the Physician and APP Recruitment team.
• Assuring accuracy and availability of office records, files, data, reports, and basic budget oversight.

Skills

Calendar management

Meeting coordination

Travel arrangements

Expense processing

Board materials prep

Data analysis

Education

Bachelor's degree or equivalent experience

Tools

MS Office

Job description

Executive Administrative Coordinator

Our team members advance our mission and exemplify excellence, compassion, teamwork, and purpose in all that they do. Indiana University Health is seeking individuals who embody these values to join our Physician Admin team in the role of Executive Administrative Coordinator.

We are seeking an experienced, value driven, and proactively minded executive administrative professional to provide comprehensive support to the Vice President - Chief Human Resources Officer and Medical Group CFO.

Key Relationships

Reports to: Vice President – Chief Human Resources Officer

Direct reports: None

Shift: Full time, Monday – Friday, onsite

Location: Indianapolis, IN

The Scope

This role provides executive administrative support to the VP-CHRO and Medical Group CFO, including:

• Managing complex, high volume calendar management with high autonomy, foresight, and sound prioritization judgment
• Coordinating meetings, events, and logistics across a large and matrixed organization
• Preparing and managing detailed travel arrangements, processing invoices and expense approvals, and handling inquiries and requests as directed
• Preparing Board of Director documents and managing materials for top level executive leadership
• Owning one large ongoing monthly project for the Physician and APP Recruitment team
• Assuring accuracy and availability of office records, files, resource data, reports, and basic budget oversight
• Covering for fellow administrative team members and serving as a collaborative

Candidate Qualifications

Candidates for this position will be evaluated according to the following criteria and competencies.

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

Genuinely Kind:The team has a culture of warmth and mutual support, and it is protected fiercely.

Professionally Assertive:You advocate for yourself, communicate directly, and do not shrink from difficult conversations

Team First, Always:When a colleague is overwhelmed, you cover without being asked and without keeping score.

Proactively Minded:You see the gap before they do and you fill it. You offer to take things on rather than waiting to be assigned.

Detail Oriented and Accurate:From board materials to expense reports to complex calendar coordination, the quality of your work reflects the credibility of the leaders you support.

Indiana University Health isunlike any other healthcare system and we're looking for team members who share the things that matter most to us. 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.

• Indiana University Health has nearly 40,000 team members, including more than 3,600 physicians and 1,200 advanced practice providers, and we’re home to the largest nursing network in Indiana with more than 9,000 nursing team members at over 800 sites of care.
• IU Health is ranked No. 1 in Indiana by U.S. News & World Report, Riley Children's Health is ranked among the top children's hospitals in the country by U.S. News & World Report.
• A unique partnership with the Indiana University School of Medicine – one of the nation’s largest medical schools – gives patients access to groundbreaking research and innovative treatments, and it offers team members access to the latest science and the very best training – advancing healthcare for all.
• With 15 hospitals, including seven with Magnet designation and eight with Pathways to Excellence designation, our team members are leading the way through excellence.
• At Indiana University Health, your personal and professional growth is a top priority. You will have access to many diverse opportunities to learn and develop in meaningful ways that matter most to you, such as advanced clinical training, leadership development, promotion opportunities and cross training development.
• Indiana University Health is invested in the lives of Hoosiers, leading the transformation of healthcare to make Indiana one of the nation’s healthiest states.

Indiana University Health is Indiana’s most comprehensive health system, with 15 hospitals and nearly 40,000 team members serving Hoosiers across the state. We’re looking for team members who are inspired by challenging and meaningful work for the good of every patient. People who are compassionate and serve with a purpose. People who aspire to excellence every day.