Executive Assistant, Associate

Job Summary

The School of Aeronautics and Astronautics is seeking an Executive Assistant to the School Head to join our team. The position will provide a wide range of administrative support for an Executive Level position. The goal of this role is:

• Optimize the Head’s daily workflow and time management. Prepare materials, agendas, and follow-ups for meetings. Manage complex calendars, prioritizing academic, research, and external commitments. Anticipate needs and proactively solve scheduling or operational conflicts
• Handle sensitive information (faculty promotion and tenure data, budgets, and research data) with discretion. Maintain proper documentation for audits, approvals, and reporting.
• Support coordination of faculty meetings, committees, and academic reviews. Assist with logistics for research initiatives, grants, and collaborations. Track key academic deadlines (tenure reviews, funding submissions, and reporting). Facilitate communication between researchers, and administration.
• Serve as a liaison for the Head with internal and external stakeholders. Draft and edit correspondence, announcements, and official documents.
• Manage special projects involving independent research and collaboration with all levels of internal management and staff.

What You'll Be Doing:

• Conserve senior leadership or executive time by reading, researching, and routing correspondence.
• Draft and edit communications, and conduct research to prepare reports and presentations.
• Manage executive calendars, schedule complex meetings, prepare agendas, coordinate travel arrangements, and ensure support materials are available.
• Exercise discretion and independent judgment to gather and analyze information requests and identify trends.
• Respond to non-routine inquiries and issues from internal and external stakeholders.
• Develop, implement, maintain, and improve administrative processes to ensure compliance with University policies and procedures.
• Coordinate logistics for programs, projects, workshops, events, and presentations.
• Monitor operating budgets and maintain financial records related to administrative operations.Update and maintain databases, websites, and mailing lists.
• Mentor and train lower-level support staff as needed.

About Us:

The School of Aeronautics and Astronautics has more than 1,200 students, all of whom are passionate and excited about designing the next rocket to Mars or the next supersonic aircraft. The undergraduate office is a friendly supportive environment where we aim to keep people for a long time. We like working and problem-solving together.

For more information, please visit: https://engineering.purdue.edu/AAE/academics/undergraduate

What We're Looking For:

Education and Experience:

• Bachelor’s degree in Communications, Business Administration, Management, or a related field
• Minimum of one (1) year of experience in a senior or lead administrative support role or equivalent experience
An equivalent combination of education and experience may also be considered

Skills needed:

• Excellent written, verbal and interpersonal communication skills.
• Ability to handle frequent interruptions, balance multiple tasks, meet deadlines, and maintain confidentiality.
• Strong organizational and time management skills and attention to detail.
• Computer and related software skills to include Word, Excel, PowerPoint, Outlook, Internet, etc.
• Skilled in collaborating and communicating to build relationships with individuals at all levels within and external to the university to support department needs.
• Skilled in interpreting policies and procedures to proactively resolve issues.
• Ability to identify problems, generate ideas for improvement, and implement or recommend solutions.
• Ability to use discretion and independent judgment to make sound decisions balancing facts, priorities, and possible outcomes.
• Ability to use discretion regarding when to involve the senior leader or Executive, when to resolve issues independently, or when to engage others.

Who We Are:

Purdue is a community built on collaboration, with global perspectives, Boilermaker pride and endless opportunity to live, learn and grow. Join us and contribute to our culture.

Additional Information:

• Purdue’s benefits summary https://www.purdue.edu/hr/Benefits/
• Purdue will not sponsor employment authorization for this position
• A background check will be required for employment in this position
• FLSA: Exempt (Not Eligible For Overtime)
• Retirement Eligibility: Defined Contribution Waiting Period

Career Stream

Compensation Information:
Professional 1
Pay Band S055
Job Code#20002357

Link to Purdue University's Compensation Guidelines: https://www.purdue.edu/hr/mngcareer/compguidelines/index.php

EOE

Purdue University is an equal opportunity/equal access university