Executive Administrative Coordinator

RiseMe; Muncie (IN); On-site; USD 60,000 - 90,000; Full time

Job summary

Indiana University Health is seeking an Executive Administrative Coordinator to support the VP and Chief Operating Officer at Ball Memorial Hospital in Muncie, IN. The role emphasizes precision, discretion, and proactive planning to ensure executive operations run smoothly.

Responsibilities include calendar management, coordinating multi-site meetings, drafting communications, and overseeing board materials. Strong MS Office skills and a track record in data analysis are essential for success.

Qualifications

• Bachelor's degree or equivalent years of experience.
• 5–7+ years of relevant administrative experience.
• Experience with matrix organizations and complex environments.
• Experience with Board of Director document prep and materials management.
• Strong proficiency in MS Office (Word, PowerPoint, Excel).
• Progressive experience in receiving, analyzing, and interpreting complex data and information.

Responsibilities

• Manage the VP and COO calendars with a forward-looking approach and weekly planning touchpoints.
• Coordinate meetings across IU Health sites and external partners.
• Draft and send professional communications on behalf of leadership to external stakeholders.
• Track and drive items on the executive team's issues and tasks log; ensure follow-through.
• Support project coordination across executive initiatives.
• Prepare Board of Director documents and manage materials for top-level leadership.
• Process invoices, expense approvals, and other admin/technical requests.
• Ensure accuracy and availability of office records, data, reports, and basic budget oversight.
• Anticipate administrative and technical issues and address them proactively.

Skills

MS Office proficiency

Data analysis

Executive communication

Discretion & integrity

Board coordination

Education

Bachelor's degree or equivalent years of experience

Tools

MS Office (Word, PowerPoint, Excel)

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 the President Administration team in the role of Executive Administrative Coordinator.

We are seeking a detail oriented, professionally polished, and strategically minded executive administrative professional to support the VP and Chief Operating Officer at Ball Memorial Hospital.

Key Relationships

Reports to: VP, Chief Operating Officer and Administrator

Direct reports: None

Shift: Full time, Monday – Friday, onsite

Location: Ball Memorial Hospital Administration, Muncie, IN

The Scope

This role supports executive operations for the VP COO at Ball Memorial Hospital, including:

• Managing the calendar with a forward-looking approach, including a weekly touchpoint to plan and proactively adjust the schedule to match shifting priorities
• Coordinating meetings involving multiple stakeholders across IU Health sites and external community partners
• Drafting and sending professional communications on behalf of leadership to external and community stakeholders
• Tracking and driving items on the executive team's issues and tasks log, helping ensure action items are completed and leaders remain aligned
• Supporting project coordination across executive team initiatives
• Preparing Board of Director documents and managing materials for top level executive leadership
• Processing invoices, expense approvals, and other administrative and technical requests as directed
• Assuring accuracy and availability of office records, files, resource data, reports, and basic budget oversight
• Proactively anticipating administrative and technical issues and addressing them before they require escalation

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.

The DNA for Success

Detail Oriented in All the Right Ways:You complement leadership by catching what is missed, flagging what needs attention, and ensuring nothing slips through the cracks.

Forward Looking and Proactive:You are already three weeks ahead, anticipating conflicts, coordinating stakeholders, and setting the schedule up for flow.

Professionally Polished Writer:External stakeholders and community leaders will receive communications written by you. Your writing is clear, credible, and reflects the weight of the office it comes from.

Project Minded:You bring energy and discipline to tracking action items, following up on open issues, and keeping executive team commitments moving.

Strong Relationship Builder:You engage everyone with warmth, professionalism, and genuine care.

Discreet and Trustworthy:You handle sensitive information with absolute discretion and your judgment is sound.

Cultural Fit Above All:You bring your values to work every day and they show up in how you treat people, how you communicate, and how you show up for the team.

Indiana University Health is unlike 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.