Executive Assistant (Administrative Assistant), Pediatric Gastroenterology

$48,000 - $53,000/Yr

Indiana University - Indianapolis, IN

Full-time - Entry Level

Indianapolis, IN

501-1,000 employees

Ambulatory Health Care Services

About the position

The Division of Pediatric Gastroenterology at Indiana University School of Medicine is seeking an Executive Assistant to provide comprehensive administrative support to the Division Chief, doctors, and Advanced Practice Providers (APPs). This role is crucial in ensuring the smooth operation of the division, which is part of a larger department that employs nearly 1,000 faculty and staff dedicated to pediatric healthcare. The successful candidate will be expected to manage schedules, coordinate meetings, and handle various administrative tasks with minimal guidance. The position requires a proactive approach to addressing administrative and technical issues, demonstrating sound independent judgment and problem-solving skills. In this role, the Executive Assistant will be responsible for managing the executive's calendar, organizing meetings and events, and providing technical support as needed. The assistant will also be tasked with preparing correspondence, reports, presentations, and other documentation using business software applications. Effective communication is essential, as the assistant will be the first point of contact for incoming calls, visitors, and correspondence, requiring a courteous and professional demeanor. The position demands a high level of confidentiality, tact, and diplomacy, as the assistant will be privy to sensitive information. The ideal candidate will possess excellent organizational skills, strong verbal communication abilities, and the capacity to collaborate effectively within a team. Additionally, the role may involve maintaining an internal website and engaging with social media, further emphasizing the need for adaptability and a willingness to take on diverse responsibilities.

Responsibilities

• Provide administrative support to the Division Chief, doctors, and Advanced Practice Providers (APPs).
• Manage schedules and calendars for senior leaders in the division.
• Coordinate meetings and events, ensuring all logistics are handled efficiently.
• Anticipate and proactively address administrative and technical issues as they arise.
• Exercise sound independent judgment and problem-solving skills in various situations.
• Prepare correspondence, reports, presentations, agendas, and minutes using business software applications.
• Screen and direct incoming calls, visitors, mail, and email promptly and accurately.
• Manage the executive's calendar, meetings, travel, correspondence, and budget.
• Act as an informal resource for colleagues with less experience, responding to complex inquiries.
• Identify and enhance specific processes and procedures to maximize business efficiencies.

Requirements

• High school diploma or equivalent (such as HSED or GED).
• 4 years of relevant experience in an administrative support role.
• Excellent organizational skills to manage multiple tasks effectively.
• Ability to maintain confidentiality and handle sensitive information.
• Strong verbal communication and listening skills.
• Excellent collaboration and team-building skills.
• Demonstrated judgment and decision-making skills.
• Effective conflict management skills.

Nice-to-haves

• Experience with social media management.
• Familiarity with maintaining internal websites.

Benefits

• AD&D insurance
• Dental insurance
• Disability insurance
• Employee assistance program
• Health insurance
• Health savings account
• Life insurance
• Tuition benefit for IU classes
• 10 paid holidays per year
• Generous Paid Time Off
• Paid Parental Leave