Senior Executive Assistant to the Ball State Foundation Office of the President

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Compensation:

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About this opportunity:

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:

Reporting to the Executive Director of Board Relations and Foundation Operations, the Senior Executive Assistant provides high-level administrative support to the Foundation President, Chief Financial Officer (CFO), and Executive Director. This role is responsible for a wide range of complex assignments that support the strategic priorities of the Office of the Foundation President and the broader mission of the Ball State Foundation.

The Senior Executive Assistant ensures the smooth operation of executive functions, manages board-related activities, and serves as a key liaison with internal and external stakeholders. The successful candidate will demonstrate discretion, professionalism, and a commitment to excellence in service and collaboration.

• Associate's degree in business administration or related field.

• At least three years of relevant experience, including three years in project management within an executive environment.

• Strong interpersonal skills, including tact, patience, and courtesy.

• Ability to handle confidential matters with discretion.

• Self-motivated and able to work independently with minimal supervision.

• Detail-oriented with excellent oral and written communication skills.

• Proficiency in Microsoft Office Suite and experience with relational databases.

Preferred Qualifications:

• Bachelor's degree.

• Additional years of relevant experience.

• Experience in building management, project management, and donor relations.

• Demonstrated leadership skills and a commitment to quality and integrity.

• Proven ability to collaborate with diverse stakeholders.

• Strong facilitation, organizational, and multitasking skills.

• High level of integrity and trustworthiness.

• Ability to work effectively with cross-functional teams and foster teamwork.

• Provide comprehensive administrative support to the Foundation President, CFO, and Executive Director.

• Manage complex calendars, schedule meetings, and coordinate travel arrangements.

• Prepare and format correspondence, reports, agendas, and presentations.

• Submit and track expense reports and reimbursements.

• Serve as the primary manager of the board portal and official archive of corporate documents.

• Transcribe and maintain minutes for board and committee meetings.

• Maintain official records for the Foundation Board and Alumni Council, including Articles of Incorporation and Bylaws.

• Manage databases of current and past board members; update donor records in coordination with Advancement Services.

• Plan and coordinate meetings, receptions, and events both on and off campus.

• Assist with staff meetings and events involving the Foundation President and executive leadership.

• Maintain accurate organizational charts and contact lists.

• Assist in compiling reports and presentation materials for key meetings (e.g., University Board of Trustees, Foundation Board, Alumni Council).

• Research and standardize procedures to improve operational efficiency.

• Collaborate with leadership to implement new policies and continuous improvement initiatives.

• Create and manage spreadsheets, databases, charts, and graphs using Excel and PowerPoint.

• Support the development and tracking of Foundation strategic goals, OKRs, and KPIs.

• Coordinate the annual reporting process and maintain progress report templates.

• Support HR-related tasks including hiring, onboarding, offboarding, and personnel file management.

• Manage mobile device stipends and assist with internal workflows.

• Collaborate with University IT to maintain email distribution lists and the Foundation master calendar.

• Manage shared meeting space bookings and assist with online systems (e.g., Banner, SciQuest, Work Requests).

• Perform additional administrative tasks as assigned.

• Maintain regular and predictable attendance.

• Participate in evening and weekend events as needed, particularly during board meetings and major events. Limited remote work may be available.

How to apply:

Interested candidates should submit the following application materials:

• Include your full name, contact information, educational background, work experience, relevant skills, and any certifications or accomplishments that align with the position.

• Highlight your qualifications, relevant experience, and why you are interested in the role and the Ball State University Foundation.

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 you 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.