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Administrative Assistant
Date Posted: Apr 2, 2025
Requisition ID: 459103
Location:
Indianapolis, IN, US, 46204
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 Economic Development Corporation:
Bring your biggest and boldest ideas to life as an employee of the IEDC. We are a fast-paced and forward-thinking team charged with pursuing economic development opportunities for current and future Hoosiers in our state and around the world. Our culture embodies the spirit of being bold and working collaboratively to create the economy of the future.
The IEDC is organized as a public private partnership led by the Secretary of Commerce and governed by a board chaired by the Governor of Indiana.
Be sure to review our comprehensive benefits package offerings below!
The Indiana Economic Development Corporation has been recognized as one of the 2023 and 2024 Top Workplaces by Indianapolis Star.
Role Overview:
The Administrative Assistant provides high-level administrative support to the IEDC senior leadership team. This role involves managing schedules, preparing reports, handling confidential information, coordinating various projects and meetings, and ensuring smooth administrative operations and communication.
Salary Statement:
The salary range for this position is $56,770 - $60,000 annually.
A Day in the Life:
Complete a broad variety of administrative tasks that aids the senior leadership team’s ability to effectively lead the agency, including managing schedules, including appointments and meetings, drafting, proofreading, and editing correspondence, reports, presentations, and other complex documents as required, assisting with special projects, collecting and preparing information for meetings with staff and outside parties, completing travel and expense reports, and maintaining contact lists.
Provide sophisticated calendar management for senior leadership including complex scheduling of meetings for internal and external stakeholders and prioritizing sensitive matters to ensure their time is utilized efficiently.
Prioritize and assist in responding to internal and external inquiries and requests while troubleshooting conflicts, ensuring smooth day-to-day engagements.
Maintain accurate and organized filing systems (both electronic and paper).
Ensure proper handling of confidential and sensitive information.
Maintain a high level of reliability and stability, particularly during periods of leadership absence.
Coordinate senior leadership team’s travel needs including expense report reconciliation, credit card authorizations and reimbursement tracking.
Work with the legal and finance teams to manage the signature process for all company agreements and contracts that require senior leadership team’s signature.
Provide assistance as needed to support special projects and initiatives led by senior leadership.
Research, gather, and/or compile information as needed by senior leadership.
May assist in planning and execution of various meetings including quarterly IEDC Board Meetings throughout the state, including creating agendas, preparation of materials, communication with IEDC Board Members, coordination of logistics with location host and arranging travel when appropriate.
Other duties as assigned.
What You'll Need for Success:
Education:
Bachelor’s Degree preferred
Any combination of education and/or demonstrated experience that provides the required knowledge, skills, and abilities to perform the essential functions of the position
Experience:
Minimum of three years’ experience supporting senior leadership or executive-level staff
Familiarity with state government processes and protocols preferred
Previous experience with project management tools, event planning and all related logistics
Knowledge of:
Ability To:
Represent IEDC senior leadership with poise and professionalism.
Able to prioritize and meet deadlines, using excellent office management skills
Handle all internal and external interactions and communications in a polite and professional manner.
Communicate ideas and principles to a broad audience, both orally and in writing.
Work on multiple complex tasks related to state government and programs administered by the IEDC.
Independently facilitate office procedures and policies that will create and maintain maximum efficiency and effectiveness.
Collect, interpret, and analyze data and produce clear and concise reports.
Exhibit a sense of ownership and pride in performance and its impact on the agency’s success.
Apply exceptional time-management skills.
Proactively finds resolutions to issues and apply critical thinking skills when searching for solutions.
Clearly communicates concerns and questions to the appropriate senior leadership team member by keeping each apprised of issues and situations that need attention.
Establish and maintain effective working relationships, work on a team with a variety of individuals; able to work independently and make decisions independently.
Exercise sound judgement and exemplify a professional presence and calm demeanor when dealing with all issues and situations.
Able to maintain the highest level of confidentiality.
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
Flexible work scheduling options, including the potential for hybrid remote work for employees whose work may be performed outside state facilities
Deferred compensation 457B account (similar to 401k 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:
160 hours of paid New Parent Leave and up to eight weeks of paid Childbirth Recovery Leave for eligible mothers
Up to 16 hours of paid community service leave
Combined 192 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 jobs@spd.IN.gov.
Current Employee? Click here (https://performancemanager8.successfactors.com/sf/careers/jobsearch?bplte_company=indianaoff) to apply.