Executive Assistant

POSTED: November 7, 2018
BUSINESS: Purdue Research Foundation
POSITION TYPE: Full-time 
START DATE: Immediate Availability

Essential Functions:

  • Serve as Executive Assistant to and coordinate administrative operations of the VP, NSDPO and CICO.
  • Manage scheduling and appointment calendars, keeping meetings on time or changing schedules when necessary.
  • Provide relevant background information and material for meetings, assist in preparation of presentation materials, and ensure timely and accurate preparation of all materials leaving the office.
  • Proactively coordinate the pre-planning of trips including travel authorizations, registrations, obtaining flights, hotels, cars, meeting arrangements, compilation of materials, and creation of agenda/itinerary as needed.
  • Oversee all aspects of logistics for visitors.
  • Serve as a liaison and communicate frequently with a variety of University personnel and entities, government offices, and PRF senior staff to give and obtain information, plan and execute meetings, materials and travel. 

Additional Responsibilities:            

  • Understand organizational policies and procedures necessary to ensure that appropriate decision-making protocols are followed.
  • Manage external/priority contacts, proactively understanding who they are and keeping track of periodic communication needed for priority contacts.
  • Compose, edit, and type reports, correspondence, budgetary information and legal documents involving subject matter that may be of a highly confidential or sensitive nature.
  • Organize and code credit card statements, reimbursement requests, and invoices for approval.
  • Anticipate needs and proactively bring together appropriate people and resources to support the VP, NSDPO and CICO.
  • Provide organization to the office including maintaining working and permanent files, and organization of pending and signature items, ensuring deadlines are met.
  • Participate in meetings as requested by the VP, NSDPO and CICO.
  • Receive, sort and screen incoming mail and route accordingly.
  • Screen calls, take messages, determine nature of the call and handle on own initiative or refer to appropriate staff member.
  • Other duties as assigned.

Knowledge/Skills/Abilities

  • Knowledge of Microsoft Office Suite required, including proficiency in Outlook, Word, Excel, and PowerPoint.
  • Ability to create reports and PowerPoint presentations.
  • Excellent written and verbal communication.
  • Exceptional customer service skills.
  • Ability to use good judgment, diplomacy, maintain confidentiality and to exercise discretion on various operational matters.
  • High level of skill in composition, grammatical editing and proofreading is required.
  • Must be a motivated, adaptable team player with the ability to exercise initiative and to work well with others.
  • Strong organizational skills and ability to handle multiple projects necessary.
  • Must have strong problem solving and decision making skills, as well as attention to detail.
  • Must be able to work independently and deliver high-quality work under minimal supervision.
  • Knowledge of PRF and University policies and procedures is desirable.
  • Understanding of the missions of PRF and Purdue.
  • Regular and reliable attendance are requirements of this position.

Education/Experience

  • High school diploma required; Bachelor’s degree preferred.
  • Minimum five years’ administrative/executive assistance or office management experience required.

Application Instructions:

If you are interested in applying for this position, please send a cover letter and resume to the Director of Human Resources at humanresources@prf.org by Wednesday, November 28, 2018. 

A criminal conviction check and negative controlled substance test are required for employment in this position. 

Purdue Research Foundation does not accept resumes from third-party recruiters.

Purdue Research Foundation is an equal opportunity, affirmative action employer fully committed to achieving a diverse workforce.

 

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