Executive Assistant

State of Indiana; Indianapolis (IN); On-site; USD 48,000 - 59,000; Full time

Benefits offered by this job

Health benefits

Retirement plan options

Paid leave programs

Education reimbursement

Job summary

The State of Indiana, through the Indiana Department of Correction, seeks a high-level administrative professional to support the Commissioner. The role focuses on managing inquiries, coordinating reports, and facilitating cross-agency collaboration with partners, including the Governor's Office.

A minimum of 7 years in a similar role is preferred; a degree is not required. The position offers competitive compensation and a robust benefits package, with travel coordination and exempt,

Qualifications

• 7+ years of experience in a similar role
• Specialized knowledge of the Department’s mission, goals and objectives
• Specialized knowledge of Departmental policies and procedures
• Specialized knowledge of Departmental structure, divisions and programs
• Knowledge of administrative management theories and practices
• Experience with research techniques and report composition
• Knowledge of ACA Standards and Indiana Code

Responsibilities

• Provide high-level administrative support to the Commissioner
• Manage incoming inquiries and correspondence
• Prepare reports and administrative projects
• Coordinate meetings and travel arrangements
• Liaise with Governor's Office and key partners
• Schedule and track projects and correspondence
• Ensure efficient communication and workflow
• Assist with meetings and presentations

Skills

Administrative support

Communication

Public liaison

Policy knowledge

Research techniques

Project coordination

Office management

ACA Standards

Indiana Code

Executive support

Tools

MS Office

Job description

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Begin a fulfilling career with the State of Indiana by joining one of the largest employers in the state, offering a range of opportunities across 60+ agencies. At the state, you'll find competitive compensation, a robust benefits package and a commitment to work-life balance. Most importantly, you'll have the chance to make a real and measurable impact on the lives of Hoosiers across Indiana.

About Indiana Department of Correction (IDOC):

We promote public safety by providing meaningful, effective opportunities for successful re-entry. As the model of best correctional practices, we strive to return productive citizens to our communities and inspire a culture of accountability, integrity, and professionalism. To learn more about Indiana Department of Correction, click here .

Role Overview :

This position provides high-level administrative support to the Commissioner, serving as the office’s primary point of contact and ensuring efficient communication, workflow, and project coordination. The role manages incoming inquiries and correspondence, prepares reports and administrative projects, gathers information for meetings, and supports collaboration with key partners.

The salary for this position traditionally starts at $53,222.00 but may be commensurate with education and work experience. Use our Compensation Calculator to view the total compensation package.

A Day in the Life:

The essential functions of this role are as follows:

• Researches and prepares a variety of high level administrative reports
• Reseraches and prepares administrative projects
• Gathers information to assist the Commissioner with meetings and presentations
• May assist and confer with the Department's Public Information Officer
• Receives, reviews, screens, handles and/or submits all incoming telephone calls and correspondence to the Commissioner's Office
• Serves as a liaison with the Governor's Office
• Logs and monitors projects, correspondence and inquiries with staff to ensure actions are prepared and submitted in a timely manner
• Reviews administrative workflow and functions and recommends changes to the Commissioner
• Promotes efficiency and effectiveness
• Serves as a resource to the Commissioner concerning policies, procedures, and general information
• Composes, prepares, and submits for approval all requested correspondence
• Receives, troubleshoots, and responds to complaints presented to Commissioner's Office
• Handles Commissioner's travel arrangements, vouchers, and appointment calendar
• Arranges meetings and conferences by scheduling teh sites, preparing the agenda, and assembling the necessary support equipment
• Coordinates administrative staff functions in support of assigned projects

The job profile is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Other duties, responsibilities and activities may change or be assigned at any time with or without notice.

This position is exempt from overtime compensation for additional work hours which may be required to complete essential functions or other assigned work. Exempt employees may work more than 75 hours in a pay period without additional compensation and must report a minimum of 75 hours per pay period of work hours and/or paid leave taken to receive their base biweekly salary.

What You'll Need for Success:

Individuals in this role should minimally be able to articulate or demonstrate the following:

• Specialized knowledge of the Department’s mission, goals and objectives
• Specialized knowledge of applicable Departmental policies and procedures
• Specialized knowledge of Departmental structure, divisions and programs
• Specialized knowledge of the theories, principles and practices of administrative management
• Above average knowledge and skill in basic state administrative structures/management
• Working knowledge of research techniques and report composition
• Working knowledge of assigned program areas
• Working knowledge of applicable ACA Standards, Indiana Code and the State Ethics Code

A degree is not required. However, at least 7+ years of experience applying the outlined knowledge, skills, and abilities in a similar role may be considered.

Individuals should have the ability to perform essential functions with or without reasonable accommodation.

Supervisory Responsibilities/Direct Reports:

This role may be utilized in a supervisory capacity based on agency needs.

Benefits of Employment with the State of Indiana:

The State of Indiana offers a comprehensive benefit package for full-time employees which includes:

• Three (3) medical plan options (including RX coverage) as well as vision and dental plans
• Wellness Rewards Program: Complete wellness activities to earn gift card rewards
• Health savings account, which includes bi-weekly state contribution
• Deferred compensation 457(b)account (similar to401(k) plan) with employer match
• Two (2) fully-funded pension plan options
• A robust, comprehensive program of leave policies covering a variety of employee needs, including but not limited to:
• 150 hours of paid New Parent Leave and up to eight weeks of paid Childbirth Recovery Leave for eligible mothers
• Up to 15 hours of paid community service leave
• Combined 180 hours of paid vacation, personal, and sick leave time off
• 12 paid holidays, 14 on election years
• Education Reimbursement Program
• Group life insurance
• Employee assistance program that allows for covered behavioral health visits
• Qualified employer for the Public Service Loan Forgiveness Program
• Free Parkingfor most positions
• Free LinkedIn Learningaccess

The State of Indiana is an Equal Opportunity Employer and is committed to recruiting, selecting, developing, and promoting employees based on individual ability and job performance. Reasonable accommodations may be available to enable individuals with disabilities to complete the application and interview process as well as perform the essential functions of a role. If you require reasonable accommodations to complete this application, you can request assistance by contacting the Indiana State Personnel Department at [e-mail] .