Executive Assistant

State of Indiana; Indianapolis (IN); On-site; USD 53,000 - 60,000; Full time

Benefits offered by this job

Medical plan options

Wellness rewards program

Health savings account contribution

Pension plan options

Paid leave programs

Education reimbursement

LinkedIn Learning access

Free parking

Job summary

The State of Indiana is seeking a high-level administrative professional to support the Commissioner, serving as the office's main point of contact and coordinating communications and projects.

Responsibilities include preparing reports, managing inquiries, scheduling meetings, coordinating travel, and liaising with the Governor's Office to ensure timely actions, with a focus on accuracy and professionalism.

Qualifications

• 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.
• 7+ years of experience in a similar role may be considered; degree not required.

Responsibilities

• Researches and prepares high-level administrative reports.
• Prepares administrative projects and meetings materials.
• Gathers information for Commissioner meetings and presentations.
• Receives and screens incoming calls and correspondence for the Commissioner.
• Coordinates travel arrangements and appointment calendar for the Commissioner.
• Liaises with the Governor's Office to coordinate communications.

Skills

Dept mission knowledge

Dept policies knowledge

Dept structure knowledge

Administrative management theories

State admin structures knowledge

Research techniques

Program area knowledge

Ethics & compliance knowledge

Job description

Work for Indiana

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.

Work for Indiana

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.

Salary

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

• 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

What You'll Need For Success

• Specialized knowledge of the Department’s mission, goals and objectives
• Specialized knowledge of the 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

• 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 to 401(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
• Referral Bonus program
• Employee assistance program that allows for covered behavioral health visits
• Qualified employer for the Public Service Loan Forgiveness Program
• Free Parking for most positions
• Free LinkedIn Learning access

Equal Employment Opportunity

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] .