Executive Administrative Assistant

Angola, Indiana

Summary

The Executive Administrative Assistant provides high-level academic and administrative support for the College of Graduate and Professional Studies, ensuring operational efficiency and enabling leadership to focus on strategic initiatives. This role demands exceptional technological proficiency, problem-solving ability, and a high degree of self-sufficiency. The ideal candidate is proactive, highly organized, and adaptable, capable of working independently while collaborating with faculty, staff, and leadership to enhance productivity and streamline operations.

Essential Duties and Responsibilities

Identify inefficiencies and implement proactive solutions to optimize leadership workflows.
Leverage technology to automate administrative processes, manage digital records, and enhance operational efficiency.
Manage faculty records, ensuring compliance with university policies, including the preparation, processing, and tracking of faculty contracts, agreements, and digital forms through DocuSign.
Serve as a key liaison with other university departments, facilitating effective communication and problem resolution.
Maintain and enhance the syllabi repository, ensuring consistency, accuracy, and policy adherence.
Manage department information across digital platforms, including the course catalog, university website, and bookstore system.
Provide comprehensive administrative support for faculty, staff, and leadership, including scheduling meetings, preparing agendas, documenting discussions, and managing department communications.
Oversee office operations, including vendor coordination, invoice processing, supply procurement, and department directory management.
Assist with staff onboarding, training coordination, and maintaining procedural documentation.
Support international services compliance, including Requests for Evidence (RFEs) and other regulatory processes.
Lead and coordinate major events, including graduation planning and administrative initiatives.
Identify and implement innovative process improvements to enhance efficiency and maximize administrative effectiveness.
Utilize project management tools and platforms (e.g., Monday.com, Microsoft Teams) to track tasks, set priorities, and drive initiatives.
Organize and coordinate staff appreciation initiatives, team-building activities, and events to foster a positive workplace culture and boost team morale.
Perform additional duties as assigned.

Education and/or Experience

Minimum of three years of experience in administrative support or business administration, preferably in an executive or higher education setting.
Strong background in technology, including proficiency with digital workflow management, database administration, and automation tools.

Benefits

Trine University offers a comprehensive benefit package designed to provide a variety of choices to best fit your needs and the needs of your family. Benefits offered include:

Health – medical, dental, vision, prescription drugs, flex spending or HSA accounts
Retirement – after one year of full-time service you are eligible for employer contribution of 5% and up to an additional 5% employer match
Life Insurance – a variety of voluntary life options are available along with employee life insurance (1½ times annual salary)
Education – after 6 months of full-time service education benefits are available for employee, spouse, and dependent children
Vacation and Sick Pay – in accordance with Trine's policy

Salary

The salary is competitive and commensurate with experience and qualifications.

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Trine University is an equal opportunity employer. Applicants are considered for employment without regard to race, color, religion, sex, age, disability, national origin, genetic information, citizenship status, military status, or any other basis prohibited by law, unless such basis constitutes a bona fide occupational qualification. Trine will comply with its legal obligation to provide reasonable accommodations to qualified individuals with disabilities and for religious beliefs.