About this opportunity

We are beginning the search for our next Executive Assistant to support the Vice President for Information Technology. This is a critical role that serves as the primary point of coordination for the VP's office, providing executive-level administrative support, managing complex schedules and communications, and helping ensure the smooth operation of the division. The successful candidate will possess exceptional organizational and communication skills, sound judgment, attention to detail, and the ability to work effectively with a wide range of campus stakeholders. Because the position supports a technology-focused organization, familiarity with technology initiatives, projects, and terminology is highly desirable. We encourage qualified candidates who are collaborative, adaptable, and committed to excellent customer service to apply.

Candidates for searches must have current authorization to be employed in the United States without employer sponsorship.

What you'll do and what you'll bring

Position Function: Perform executive office coordination duties for the Vice President's Office in Information Technology; provide high-level administrative, scheduling, communications, travel, and operational support to the Vice President, Associate Vice Presidents, and Executive Directors; assist with the administrative oversight of Information Technology Services, Unified Technology Support, Information Security, Digital Corps, and University Media Services; and handle sensitive, confidential, and time-critical information with discretion, professionalism, and sound independent judgment.

Duties & Responsibilities

1. Serve as the primary executive administrative support and office coordinator for the Vice President for Information Technology and their direct reports; coordinate office operations, compose and edit executive-level correspondence, gather data and materials for projects related to the activities of the Vice President's Office, and ensure timely follow-up on commitments, deadlines, meeting outcomes, and action items.
2. Proactively manage a complex executive calendar for the Vice President; prioritize meeting requests, resolve scheduling conflicts, coordinate internal and external meetings, and anticipate the Vice President's needs for meeting preparation, briefing materials, agendas, and related follow-up.
3. Serve as a trusted gatekeeper and primary point of contact for the Vice President's Office; screen, prioritize, and route calls, visitors, emails, vendor inquiries, sales contacts, and requests from internal and external constituents, using sound judgment to determine appropriate handling or escalation.
4. Maintain familiarity with IT projects, technology terminology, organizational initiatives, and institutional priorities to effectively communicate and coordinate on behalf of Information Technology.
5. Coordinate travel arrangements for the Vice President and related office needs, including transportation, lodging, registrations, itineraries, travel documentation, travel authorization/reimbursement, expense reconciliation, absence reports, and time absence approvals.
6. Use enterprise productivity, scheduling, collaboration, travel, procurement, HR, and financial systems to support executive office operations and related administrative workflows.
7. Work closely with Associate Vice Presidents, Executive Directors, Directors of Information Technology Services, Unified Technology Support, Information Security, Digital Corps, UMS, and their Administrative Coordinators, the President's Office, the offices of the Provost, Associate Provosts, Business Affairs, the Colleges, and the Ball State University Foundation.
8. Prepare and maintain records as to various personnel procedures; advise of status when appropriate to update the Vice President and their direct reports.
9. Prepare purchase requisitions for the Office of Information Technology and other IT areas as needed.
10. Plan and manage conferences, meetings, and events for the office with university administrators, faculty, staff, business executives, education leaders, Unit Heads, IT committees, corporate technology partners, community leaders, and others.
11. Perform other related duties as assigned.
12. Maintain regular and predictable attendance.

Minimum Qualifications

• Associate's degree or equivalent.
• Three through five years of office management experience, including experience managing calendars, communications, and administrative processes for a department, executive office, or similarly complex organization.

Preferred Qualifications

• Bachelor's degree.
• Over five years of executive office management experience; experience supporting a senior executive or cabinet-level leader; experience managing complex calendars, executive travel, confidential communications, and high-volume stakeholder interactions; and experience working in higher education, information technology, public-sector, or similarly complex organizations.