Executive Assistant to Vice President

Position Title: Executive Assistant to Vice President Compensation: $22.00 - 24.20 Department: VP for Information Technology Start Date: 09/01/2026 About this opportunity: We are beginning the search for our next Executive Assistant to support the Vice President for Information Technology. This is a critical role that serves as the primary point of coordination for the VP's office, providing executive-level administrative support, managing complex schedules and communications, and helping ensure the smooth operation of the division. The successful candidate will possess exceptional organizational and communication skills, sound judgment, attention to detail, and the ability to work effectively with a wide range of campus stakeholders. Because the position supports a technology-focused organization, familiarity with technology initiatives, projects, and terminology is highly desirable. We encourage qualified candidates who are collaborative, adaptable, and committed to excellent customer service to apply. Candidates for searches must have current authorization to be employed in the United States without employer sponsorship. What you'll do and what you'll bring: Position Function: Perform executive office coordination duties for the Vice President's Office in Information Technology; provide high-level administrative, scheduling, communications, travel, and operational support to the Vice President, Associate Vice Presidents, and Executive Directors; assist with the administrative oversight of Information Technology Services, Unified Technology Support, Information Security, Digital Corps, and University Media Services; and handle sensitive, confidential, and time-critical information with discretion, professionalism, and sound independent judgment. Duties & Responsibilities: 1. Serve as the primary executive administrative support and office coordinator for the Vice President for Information Technology and their direct reports; coordinate office operations, compose and edit executive-level correspondence, gather data and materials for projects related to the activities of the Vice President's Office, and ensure timely follow-up on commitments, deadlines, meeting outcomes, and action items. 2. Proactively manage a complex executive calendar for the Vice President; prioritize meeting requests, resolve scheduling conflicts, coordinate internal and external meetings, and anticipate the Vice President's needs for meeting preparation, briefing materials, agendas, and related follow-up. 3. Serve as a trusted gatekeeper and primary point of contact for the Vice President's Office; screen, prioritize, and route calls, visitors, emails, vendor inquiries, sales contacts, and requests from internal and external constituents, using sound judgment to determine appropriate handling or escalation. 4. Maintain familiarity with IT projects, technology terminology, organizational initiatives, and institutional priorities to effectively communicate and coordinate on behalf of Information Technology. 5. Coordinate travel arrangements for the Vice President and related office needs, including transportation, lodging, registrations, itineraries, travel documentation, travel authorization/reimbursement, expense reconciliation, absence reports, and time absence approvals. 6. Use enterprise productivity, scheduling, collaboration, travel, procurement, HR, and financial systems to support executive office operations and related administrative workflows. 7. Work closely with Associate Vice Presidents, Executive Directors, Directors of Information Technology Services, Unified Technology Support, Information Security, Digital Corps, UMS, and their Administrative Coordinators, the President's Office, the offices of the Provost, Associate Provosts, Business Affairs, the Colleges, and the Ball State University Foundation. 8. Prepare and maintain records as to various personnel procedures; advise of status when appropriate to update the Vice President and their direct reports. 9. Prepare purchase requisitions for the Office of Information Technology and other IT areas as needed. 10. Plan and manage conferences, meetings, and events for the office with university administrators, faculty, staff, business executives, education leaders, Unit Heads, IT committees, corporate technology partners, community leaders, and others. 11. Perform other related duties as assigned. 12. Maintain regular and predictable attendance. Minimum Qualifications: Associate’s degree or equivalent. Three through five years of office management experience, including experience managing calendars, communications, and administrative processes for a department, executive office, or similarly complex organization. Preferred Qualifications Bachelor’s degree. Over five years of executive office management experience; experience supporting a senior executive or cabinet-level leader; experience managing complex calendars, executive travel, confidential communications, and high-volume stakeholder interactions; and experience working in higher education, information technology, public-sector, or similarly complex organizations. How to apply: For inquiries, please contact: Fawn Gary, Associate VP for Information Technology, at the following email address: View email address on click.appcast.io Please list three professional references within the online application. Supporting Documents Upload Instructions: Important: Do not use the Autofill feature when uploading your resume. Please follow the upload instructions to attach all required supporting documents listed below. Required Document: Resume Optional Document: Cover Letter What we offer: At Ball State University, we understand the importance of balancing professional responsibilities with personal well-being. That's why we offer paid 10 to 24 vacation days, 12 sick days, and 10 holidays a year. Plus, our paid parental leave (6 weeks) is there for life's most significant moments. We offer affordable health and dental insurance, robust long-term disability and life insurance plans, as well a range of retirement benefits to provide financial security to you and your family. These benefits ensure that you can focus on your work and personal growth without worrying about the unexpected. When you work for us, you are family. And to show our support of your family, we will cover 90 percent of your child's (or children's) undergraduate college tuition at Ball State. We do the same for you. In fact, we'll cover 100 percent of the tuition costs for you to earn your undergraduate degree and 80 percent of your graduate tuition. This offer is good from the very first day you start. It's just one way we do our part to uplift you. Let's fly together toward a secure and prosperous tomorrow. Curious about our excellent benefits package? We have developed a calculator that show you the value of our core benefits. Select the Total Compensation Calculator - Staff (Exempt) and download our calculator spreadsheet. Goodness requires action to grow. We're dedicated to doing our part to keep goodness growing in Muncie, at our university, and as far beyond as possible. That's where you come in. When you join our team, you become part of goodness in action. Our main priority: uplifting students so they can discover their full potential. This is how we fly. There are about 3,000 full-time faculty and staff in the Ball State University work family. Each brings unique gifts to help us be the kind of institution we want to be. In return, we do our best to take care of them through comprehensive medical and dental plans, a Health Savings Account (which we contribute to), and a whole range of wellness, retirement, and other benefits like covering the cost of tuition at Ball State for you and your family. We can offer you more. Where you live matters just as much as where you work. We get it. That's why we've invested since the very beginning in making our hometown work. On campus, find state-of-the-art facilities and one-of-a-kind arts and cultural events. In Muncie, you'll find a warm and welcoming community with affordable housing and a vibrant downtown arts, food, and music scene. What could be better? You here - for starters. Ball State University is an equal opportunity employer. All qualified applicants will receive equal consideration for employment without regard to race, religion, color, sex (including pregnancy), sexual orientation, gender identity or gender expression, disability, genetic information, ethnicity, national origin or ancestry, age, protected veteran status, or any legally protected status. Ball State provides accommodations to qualified individuals with disabilities who can perform the essential functions of the position. Contact the Assistant Director of Equal Opportunity and ADA Coordinator, John Bowers, at View phone number on click.appcast.io for assistance. People and Culture Services Administration Building (AD), Room G008 2000 University Avenue Muncie, IN 47306 8:00 a.m.-5:00 p.m. Monday-Friday Phone: View phone number on click.appcast.io Fax: View phone number on click.appcast.io