Summary of Position: The Temporary Executive Assistant to the Executive Vice President provides high-level administrative and operational support during a maternity leave coverage period. This role is responsible for maintaining the daily operations of the Executive Vice President's office by managing schedules, coordinating meetings and events, facilitating communication, and supporting various administrative functions.
This position requires exceptional organizational skills, professionalism, discretion, and the ability to manage confidential information with integrity. The Temporary Executive Assistant serves as a key point of contact for faculty, staff, students, board members, donors, and external partners, ensuring the office continues to operate efficiently while providing a welcoming and service-oriented experience.
The successful candidate will receive approximately two months of training and transition support before independently managing the responsibilities of the position during the remainder of the leave.
Duties and Responsibilities
- Administrative Support
- Manage the Executive Vice President's complex calendar, appointments, meetings, and travel arrangements
- Prioritize daily administrative tasks to ensure efficient office operations
- Assist in supervising student workers or graduate assistants assigned to the EVP Office, as needed
- Communication Management
- Draft, edit, and manage correspondence, reports, presentations, and other communications for internal and external audiences
- Monitor and respond to email and other communications on behalf of the Executive Vice President, as appropriate
- Maintain internal digital resources, including SharePoint and other shared platforms
- Meeting & Event Coordination
- Coordinate logistics for board meetings, leadership meetings, conferences, seminars, and special events
- Prepare agendas, meeting materials, minutes, and follow-up documentation
- Collaborate with Executive Assistants, administrative staff, Lead Team members, and Board members to ensure successful event execution
- This position will take place during multiple important events: Wesley Seminary Lead Team Retreat, Wesley Seminary All-Staff Retreat, and the Wesley Seminary Board Meeting. The individual who is hired for this position must be capable of putting these events together and coordinating the event day-of
- Document & Project Management
- Maintain organized records, files, and documentation
- Track projects and deadlines to ensure timely completion of assigned tasks
- Assist with administrative projects that support the Executive Vice President and Seminary leadership
- Financial Support
- Process invoices, reimbursements, purchase requests, and other financial documentation
- Assist with monitoring departmental expenditures and budget-related administrative tasks
- Strategic & Administrative Assistance
- Prepare reports, gather information, and conduct basic research to support decision-making and ongoing initiatives
- Provide administrative support for special projects as assigned
- Hospitality & Office Management
- Welcome and assist visitors, guests, board members, faculty, staff, and donors in a professional and hospitable manner. - Coordinate hospitality arrangements for meetings and events
- Communicate important faculty and staff updates (such as celebrations, births, illnesses, and condolences) with professionalism and sensitivity
- Help maintain an organized, welcoming, and professional office environment
- Other Duties
- Perform additional administrative responsibilities as assigned by the Executive Vice President to ensure continuity of office operations during the leave period
Qualifications: According to Indiana Wesleyan University employment policy all employees must possess a strong Christian commitment and adhere to the standards outlined in the IWU Community Lifestyle Statement.
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Education
- Bachelor’s degree preferred, ideally in business administration, communications, higher education, or a related field
- Equivalent combinations of education and relevant administrative experience may be considered in lieu of a degree
Experience
- Prior experience supporting an executive, senior leader, or office in a higher education, nonprofit, or similarly professional environment is preferred
- Experience with calendar management, event coordination, correspondence, and office administration is highly desirable
- Familiarity with confidential records, board support, and cross-functional office coordination is a plus
- Experience coordinating meetings, events, and administrative projects is preferred
Required Skills
- Excellent verbal and written communication skills
- Strong organizational and time management abilities with exceptional attention to detail
- Ability to prioritize multiple responsibilities and adapt to changing needs
- High level of professionalism, discretion, and sound judgment
- Demonstrated ability to maintain strict confidentiality and comply with FERPA regulations
- Proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams) and the ability to learn additional software platforms
- Strong interpersonal skills with the ability to build positive working relationships across the Seminary and University
- Commitment to providing excellent customer service and representing the Office of the Executive Vice President/CEO with warmth, professionalism, and integrity
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IWU Kingdom Diversity Statement
IWU, in covenant with God's reconciling work and in accordance with the Biblical principles of our historic Wesleyan tradition, commits to build a community that reflects Kingdom diversity. We will foster an intentional environment for living, teaching and learning, which exhibits honor, respect, and dignity. Acknowledging visible or invisible differences, our community authentically values each member's earthly and eternal worth. We refute ignorance and isolation and embrace deliberate and courageous engagement that exhibits Christ's commandment to love all humankind.
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LIMITATIONS AND DISCLAIMER
As a religious educational institution operating under the auspices of The Wesleyan Church, Indiana Wesleyan University is permitted and reserves the right to prefer employees on the basis of religion (42 U.S.C., Sections 2000e-1 and 2000e-2).
The above job description is meant to describe the general nature and level of work being performed; it is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required for the position. Employees will be required to follow other job-related instructions and to perform other job-related duties requested by their supervisor in compliance with Federal and State Laws.
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