Executive Administrative Coordinator

Indiana University Health; Muncie (IN); On-site; USD 65,000 - 85,000; Full time

Job summary

Indiana University Health in Ball Memorial Hospital, Muncie, IN is seeking an Executive Administrative Coordinator to support the VP and COO. This role demands a detail oriented, polished administrative professional who can manage calendars, coordinate meetings, draft communications, and keep critical initiatives on track.

You will prepare Board materials, handle invoices and budgets, and partner with leaders across IU Health and external partners.

Qualifications

• Bachelor's degree or equivalent years of experience required.
• Requires 5-7+ years of relevant experience in a senior admin role.
• Experience with matrix organizations and complex work environments preferred.
• Experience preparing Board of Director documents/materials for top executives.
• Strong proficiency in MS Office (Word, PowerPoint, Excel).

Responsibilities

• Manage the VP/COO calendar 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.
• Track items on the executive team’s issues log and ensure action items are completed.
• Support project coordination across executive initiatives.
• Prepare Board of Director documents and materials for top leadership.
• Process invoices, expense approvals, and other admin/tech requests.
• Maintain accuracy of records, files, reports, and basic budget oversight.
• Anticipate administrative issues and address them proactively.

Skills

Calendar management

Executive support

Communication

MS Office suite

Data interpretation

Meeting coordination

Stakeholder management

Education

Bachelor's degree or equivalent experience

Tools

Microsoft Word

Microsoft PowerPoint

Microsoft 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

• 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 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.

We are an equal opportunity employer. IU Health does not discriminate on the basis of race, color, religion, sex, sexual orientation, age, disability, genetic information, veteran status, national origin, gender identity and/or expression, marital status or any other characteristic protected by federal, state or local law. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.