Purdue Global Executive Assistant (Remote)

Our Opportunity:

The Executive Assistant will provide support to Purdue University Global.  Building on Purdue University's mission to provide greater access to affordable, high-quality education, Purdue University Global is a public, nonprofit institution offering a world-class education online. 

This posting is for two Executive Assistants with identical core responsibilities, each supporting executives in different areas: business operations and academics. Applicants may be considered for either role. If you have a strong interest in or specialized experience in one of these areas, please address that in your cover letter.

Job Summary:

The Executive Assistant provides direct, day-to-day administrative support to the executive team and other senior leaders with Purdue Global, including managing calendars, travel, correspondence, and office operations. Reporting to the Chief of Staff (CoS), the Executive Assistant also assists the CoS in supporting the broader Purdue Global leadership team, helping coordinate meetings, materials, and special projects on the team's behalf. This role serves as a liaison between executive leadership and internal and external stakeholders, including staff, vendors, and external partners. The Executive Assistant facilitates communication, drafts and edits documents, plans meetings and events, and coordinates special projects, with the goal of maximizing the effectiveness of business or academic leadership's operational processes and communications.

This role reports to the Chief of Staff, is primarily virtual, and requires minimal travel (occasional visits to West Lafayette, Indiana, as needed).

What to expect in this role:

• Communication & Stakeholder Liaison:

  • Serve as a liaison between executive leadership and internal and external stakeholders, including university leadership, faculty, staff, students, and external partners; represent the university professionally in these interactions.

  • Exercise discretion and independent judgment to collect and analyze information requests on behalf of assigned executives and identify trends to create operational efficiencies.

  • Conserve the executive’s time by reading, researching, and routing correspondence.

  • Draft and edit correspondence, reports, presentations, and other specialized communications for assigned executives with a high degree of accuracy and professionalism.

  • Handle incoming and outgoing calls and emails on behalf of assigned executives, responding to inquiries and issues from internal and external sources.

• Calendar & Travel Management:

  • Maintain calendars for assigned executives, including scheduling appointments and meetings; anticipate and prepare materials needed for engagements.

  • Arrange domestic and international travel for assigned executives, including flights, accommodations, and itineraries.

  • Prepare travel expense reports for assigned executives and ensure compliance with company travel policy.

  • Assist the Chief of Staff to plan and execute the logistics of assigned executives’ meetings and events.

• Operational & Administrative Support:

  • Organize and maintain electronic and physical file systems, ensuring efficient document retrieval.

  • Manage confidential and sensitive information with discretion.

  • Oversee daily office operations, including managing supplies and coordinating office equipment maintenance and administrative requests.

  • Create, update, and maintain databases, mailing lists, and other administrative systems as needed.

  • Coordinate with building or facilities contacts regarding office access and equipment issues.

• Meeting & Event Coordination:

  • Plan, organize, and coordinate meetings, conferences, and special events for the assigned executives.

  • Assist the Chief of Staff in coordinating meetings, materials, and logistics for the executive leadership team.

  • Prepare agendas, take meeting minutes, and follow up on action items.

  • Establish and maintain reporting and tracking systems for deliverables and action items.

• Budget & Financial Administration:

  • Assist in monitoring and managing budgets related to the assigned executive office and other possible executive offices.

  • Monitor corporate credit card expenses for assigned executives and maintain financial records, submitting expense reports in a timely manner.

  • Process and track financial transactions, including submitting invoices for payment.

• Special Projects & Business Engagements:

  • Assist assigned executive and team with special projects and initiatives as assigned.

  • Assist the Chief of Staff with special projects and initiatives as assigned.

  • Travel to and attend business summits, conferences, and other engagements as assigned, coordinating activities and connections with internal and external stakeholders.

  • Other duties as assigned.

Experience

Bachelor’s degree in Communications, Business Administration, Management, or a related field preferred; or an equivalent combination of education and relevant experience will be considered.
Preferred qualifications: 5+ years of experience supporting senior organizational leaders with higher education support or within a business transformation environment.

What we’re looking for:

• 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

• Effective oral and written communication skills, with the ability to adapt communication style and method to suit different audiences.

• Strong organizational and time management skills and attention to detail

• Ability to handle sensitive and confidential information with discretion.

• Capable of building strong working relationships across teams, departments and Schools.

• Advanced computer and related software skills to include Word, Excel, PowerPoint, Google Suite products, web conferencing tools, etc. 

• Ability to:

  • handle frequent interruptions, balance multiple tasks, meet deadlines, and maintain confidentiality

  • identify problems, generate ideas for improvement, and implement or recommend solutions

  • use discretion and independent judgment to make sound decisions balancing facts, priorities, and possible outcomes

  • use discretion regarding when to involve the senior leader or Executive, when to resolve issues independently, or when to engage others

• Work Environment: Travel to West Lafayette, Indiana, as needed. Experience working in a distributed or remote team environment preferred. Ability to work flexible hours when needed.

Additional Information:

• Target salary is $65,000.

• Please note that this is a remote position. 

• Purdue will not sponsor employment authorization for this position.

• A background check is required for employment in this position.

• We ask that our remote employees have access to a reliable internet connection and a dedicated, properly equipped workspace that is free of distractions. You may wish to review the Purdue Virtual Meeting Professional Standards. 

• FLSA:  Exempt (Not Eligible for Overtime)

• Purdue Global is an EEO/AA employer. Our goal is to recruit and retain talent from a broad pool of applicants. Purdue Global celebrates a variety of perspectives, experiences, and skills to support a success-focused environment for employees and students. Employment decisions are based on qualifications, merit, and business needs. All are encouraged to apply.

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