Executive Assistant – Election Board

Overview

The Executive Assistant within the Election Board will provide high-level administrative and operational support to the Director of Elections, Deputy Director, and other agency staff. This role is essential to the successful planning and execution of secure, transparent, and efficient elections. The Executive Assistant manages daily administrative functions, coordinates internal and external communications, supports election program areas, and ensures the smooth operation of the department’s logistical and clerical processes. Position reports to the Deputy Director of Administration.

Agency Summary

The Marion County Election Board is committed to upholding the integrity of elections by ensuring free, fair, and accessible voting for all residents of Indianapolis and Marion County. We foster a collaborative, compliant, and service-driven environment that empowers our team to meet the evolving needs of our residents and support the democratic process.

Equal Employment Opportunity

The City of Indianapolis Marion County is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status. We value diversity in perspectives and experiences among colleagues and the residents of this city of whom we serve.

Position Responsibilities

• Oversees all front desk operations including managing seasonal election front desk staff, election document chain of custody and inter-departmental correspondence with other city/county agencies.
• Greets residents at the front desk, sorts incoming mail, answer phone calls/voicemails and forwards calls/voicemails as necessary to proper department.
• Monitors county resource email accounts and escalates as necessary to proper department or manager.
• Manages executive calendars, prioritize correspondence, and coordinate internal and external meetings, including Election Board sessions.
• Serve as the primary administrative liaison for the Director and Deputy Director, handling sensitive communications and confidential materials.
• Assist with the coordination of media and public engagement requests and support public-facing communications.
• Prepare and implement processes for countywide elections, including scheduling, poll worker recruitment, and documentation.
• Communicate with political party representatives and election partners, including city and school officials, regarding election preparation and compliance.
• Support all administrative duties in the office including department-wide program areas such as candidate filing, campaign finance, absentee voting, clerk training, and voter engagement.
• Assists Deputy Director with managing general office operations, assists in managing filings systems and office supplies.
• Monitor and manage inventory and supplies at the City-County Building.
• Operate office equipment and perform general clerical duties including data entry, document preparation, and mail processing.
• Assist with research, data analysis, and preparation of reports and presentations for internal and public use.
  
  

This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities that management may deem necessary from time to time.

Qualifications

Bachelor’s Degree in in public/business administration or related field with at least two (2) years of relevant experience or up to six (6) years of experience in general administrative work. Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint). Strong organizational, communication, and customer service skills. Demonstrated ability to manage confidential information and work independently in a fast-paced environment. Must be a registered voter and resident of Marion County, or willing to relocate and register upon hire. Valid Indiana Driver’s License and reliable transportation required.

Preferred Job Requirements And Qualifications

Experience supporting executive-level officials, particularly in elections or government administration. Familiarity with Indiana election laws, campaign finance, and voter registration systems. Ability to interpret legal and procedural documents and communicate technical information clearly. Experience managing high-volume correspondence and working with diverse stakeholders.

Independent Judgment

Working Conditions

• Standard hours: Monday–Friday, 8:00 a.m. – 4:30 p.m., with extended hours during election cycles, including weekends.
• Must be available to work 12 hour days in the month preceding an election.
• Election Day may require a 20–24-hour workday.
• Work is performed in both office and warehouse environments.
  
  

Physical Conditions

• Prolonged periods of sitting, standing and computer use.
• Occasional lifting of materials up to 20 pounds.
• Ability to perceive auditory and visual cues and communicate clearly.
• Tasks require the ability to perceive and hear sounds and see visual cues or signals
• Tasks require the ability to communicate orally