Executive Assistant & Building Operations Manager

Executive Assistant & Building Operations Manager

Indianapolis, IN 46227

Posted: 08/12/2025 Deadline: Open until filled Employment: Full-time, Non-exempt Pay: Depends upon skills and experience Department: University Advancement Experience: Intermediate

Job Description

This position will serve as administrative support to the Vice President and AVPs of Advancement and as the Building Operations Manager for the Stierwalt Alumni House. Skills and background in customer relations, event organization, record maintenance, budget management assistance, and effective communication (including oral, written, and proofreading) are essential. Demonstrated project management experience is a plus. This position requires the ability to adapt to changing assignments and multiple priorities. The successful candidate will have the ability to anticipate and address the needs of the Vice President and AVPs by utilizing sound, independent judgment and innovation while working under pressure and maintaining a professional demeanor. The candidate will have the ability to understand, analyze, communicate and coordinate highly complex issues and information to a diverse group of individuals. Confidentiality is critical. This individual must be able to work independently and with minimal supervision. Proficiency in Word, PowerPoint, Excel, Google Drive Suite, and Customer Relations Management software is required.

REQUIREMENTS/MINIMUM QUALIFICATIONS:

Experience

• At least three to five years of administrative assistant experience or experience in providing administrative support to upper-level administrators.

Education

• High School Diploma required. Bachelor’s Degree preferred

ESSENTIAL FUNCTIONS:

• Welcome guests by greeting them, in person or on the telephone, answering or directing inquiries.
• Complete correspondence, create reports, assist with administrative documents, and distribute incoming mail. Responsible for answering the department's main phone line and email address. Candidates can anticipate receiving calls and questions from the Board of Trustees, donors and alumni and will provide information and responses promptly.
• Manage all scheduling and calendars for the Vice President and AVPs, which includes organizing meeting dates, scheduling calls, reserving and preparing facilities, and preparing agendas.
• Maintain files and upload documents into CRM software.
• Manage travel arrangements and travel itineraries for the Vice President and AVPs.
• Provide clerical and mail support for the frontline fundraising team.
• Assist with Office of Advancement budget management.
• Serve as secretary of the Board of Trustees Advancement Committee and handle all minutes and agendas with the Vice President’s oversight. Perform basic accounting functions which include but are not limited to:Reconcile monthly bank statements for the Vice President of Advancement, and AVPs as assigned, and;Reconcile invoices and prepare payment requests for the Office of Advancement, and;Develop and maintain various budget reports, and;Prepare travel expense reports for the Vice President of Advancement, and AVPs as assigned.
• Assist in the management of confidential information and special projects as assigned.
• Manage the operations of Alumni House, which include but are not limited to:Ordering office supplies for departments and ensuring that costs are appropriately managed, and;Submit maintenance orders for any bulbs needing replacement, and;Submit maintenance orders for anything that needs repair in the office, and;Oversee contacting Physical Plant about recycling products, and;Maintain House contact list and birthday list, and;Point of contact for scheduling of Alumni House Conference Rooms.
• Manage Office of Advancements monthly meeting, including agenda prep.
• Manage logistics for feasibility studies and other consulting engagements.
• Follow the guidance and direction of supervisor(s).
• Demonstrate respectful, ethical, responsible behavior.
• Abide by the University’s policies, procedures, and rules.
• Perform employee responsibilities as detailed in employee handbooks and policies.
• Demonstrate regular and predictable attendance and punctuality.
• Other duties, including special projects, as required or assigned.

Company Description

Thank you for your interest in the University of Indianapolis! The University is a private, liberal arts university located on 65 acres just minutes from downtown Indianapolis. With more than 700 faculty and staff, it is a place where you can become part of a close-knit campus community that emphasizes the importance of community partnerships in the future growth of the University.

UIndy’s mission is to prepare its graduates for effective, responsible, and articulate membership in the complex societies in which they live and serve and for excellence and leadership in their personal and professional lives. The motto of "Education for Service" provides the foundation for our work to better our communities, both near and far.

As University employees, we know the work we do is important to our students and our communities. To accomplish our mission, we welcome talented, civic-minded, and diverse individuals from all career levels to help maintain our high standards of excellence and quality. If you want to join our dynamic environment and experience hard work, creativity, and teamwork, we welcome your application!

The University of Indianapolis is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, sex, age, color, religion, national origin, disability, citizenship status, military status, marital status, sexual orientation, gender identity, or gender expression. The University of Indianapolis does not discriminate on the basis of sex in its educational programs and activities, including employment and admission as required by Title IX.

Benefits

• Medical Insurance
• Vision Insurance
• Dental Insurance
• Life Insurance
• Tuition Discount
• Retirement Savings Plan - 403B
• Paid Vacation and Sick Time Accruals
• Paid Holiday time and additional University days off
• Employee Discounts & Services
• Free Parking
• Onsite Health & Wellness Center