Executive Office Coordinator

ivytech; Noblesville (IN); On-site; USD 52,000 - 72,000; Full time

Job summary

Ivy Tech Community College Hamilton County Campus seeks an Executive Office Coordinator to provide executive-level administrative and operational support to the Campus Chancellor. This role requires discretion, strong organizational skills, and the ability to manage multiple priorities in a dynamic college environment.

You will coordinate Chancellor Office operations, support the Board and Development/Marketing activities, prepare documents and slides, manage travel and meetings, and ensure

Qualifications

• Associate degree and 3-5 years' work experience in an executive setting.
• Excellent communication, interpersonal, and organizational skills.
• Ability to work collaboratively with constituents from all areas of the college.
• Demonstrated experience planning and conducting several concurrent projects with minimal supervision.
• Demonstrated ability to promote an inclusive environment that respects diverse backgrounds.

Responsibilities

• Serve as a trusted member of the Chancellor's leadership team.
• Coordinate the daily operations of the Office of the Chancellor and serve as the initial point of contact for the office.
• During the Chancellor's absence, use initiative to handle matters needing attention.
• Support events such as Commencement, Convocation, and leadership retreats.
• Execute strategic campus initiatives with project management and alignment to college goals.
• Participate in campus committees as appointed by the Chancellor.
• Oversee communications from the Office of the Chancellor and prepare documents/slides/reports.
• Maintain up-to-date contact lists for the Office of the Chancellor.
• Act as liaison to the campus board and prepare bi-monthly board materials and minutes.
• Coordinate travel arrangements, meeting preparations, and back-up room reservations.
• Process purchase requisitions and track invoices for Chancellor and EDDM.

Skills

Executive support

Communication

Organization

Interpersonal skills

Event coordination

Confidentiality

Education

Associate degree

Job description

General Purpose

The Executive Office Coordinator provides executive-level administrative and operational support to the Hamilton County Campus Chancellor, ensuring the effective operations of the Chancellor's office. This highly visible position requires skilled judgement, discretion, organizational skills, and the ability to manage multiple priorities at one time. In addition to supporting the Chancellor, the Executive Office Coordinator also provides administrative support to the Executive Director for Development and Marketing (EDDM). The Executive Office Coordinator serves as a liaison to campus employees, students, community partners and leaders, donors, and members of the Campus Board of Trustees while maintaining the highest standards of professionalism and confidentiality.

Major Responsibilities

Chancellor Support

• Serve as a trusted member of the Chancellor's leadership team.
• Coordinate the daily operations of the Office of the Chancellor and serve as the initial point of contact for the office
• During the Chancellor's absence, use initiative and judgement to take action or refer matters requiring attention are handled in a manner that minimizes the effect of the absence.
• Support Commencement, Convocation, leadership retreats, and other special events as assigned by the Chancellor.
• Execute strategic campus initiatives as assigned by the Chancellor, to include project management and assurance of alignment with campus and College strategic goals and concurrent initiatives.
• Participate in campus standing or ad hoc committees at the appointment of the Chancellor.

Communication and Relationship Management

• Oversee communications from the Office of the Chancellor: assess and evaluate documents and requests to determine routing or response; prepare and distribute communication from the Chancellor to internal and external constituents.
• Prepare documents, slides, and reports as assigned by the Chancellor.
• Maintain up-to-date contact list for the Office of the Chancellor.

Board and Leadership Support

• Act as a liaison to the board for the Chancellor's cabinet.
• Prepare bi-monthly board meeting to include preparing slides, documents, and agendas; schedule meetings; prepare meeting rooms; and ensure required announcements are posted.
• Maintain accurate contact information for the campus board.
• Complete accurate meeting minutes and distribute minutes.

Development and Marketing Support

• Assist Development and Marketing with events, to include ordering food and supplies, reserving rooms, set-up, and tear down.

Administrative Support for Both Offices

• Coordinate the Chancellor's and the EDDM's schedule, to include meeting preparations and pre-meeting briefings and completion of travel arrangements, reservations, registrations, and other forms.
• Process Chancellor's office and Development and Marketing purchase requisitions and track invoices and payments for the Chancellor and EDDM.
• In collaboration with other administrative staff, maintain a welcoming and consistent presence in the administrative office suite: know and communicate important functions occurring on campus, coordinate office presence, cross-train to provide back-up, distribution of mail, and welcoming guests who are meeting in the administrative office suite or board room.
• Serve as the campus's back-up for room reservation CDA.

This is not to be construed as an exhaustive list. Other duties logically associated with this position may be assigned. All responsibilities will be conducted within the parameters of the Family Educational Rights and Privacy Act (FERPA), other applicable regulatory requirements, and professional standards.

Qualifications

• Associate degree and 3-5 years' work experience in an executive setting or a combination of education, training, industry certifications, and relevant work experience will be considered.
• Must have excellent communication, interpersonal, and organizational skills.
• Must demonstrate ability to work collaboratively with constituents from all areas of the college.
• Demonstrated experience planning and conducting several concurrent projects with minimal supervision.
• Demonstrated experience maintaining confidentiality of sensitive information.
• Must demonstrate ability to promote an inclusive environment that reflects the broad diversity and backgrounds represented by our students and employees and which every individual feels respected and valued.

Preferred

• Experience supporting executive leadership and boards.
• Experience coordinating executive-level meetings and events.

Working Conditions

• Primarily office-based with occasional evening and weekend commitments for Board meetings, Foundation events, donor functions, commencements, and community activities.
• Occasional travel required to community locations.
• Ability to sit for extended periods of time and to occasionally lift up to 25 pounds.

Supervision Received: Chancellor

Supervision Given: Student workers

Salary: The annual salary range f