Executive Liaison, COO and CHRO

Indiana University Human Resources supports the broader Indiana University (IU) academic and research mission, through a wide variety of strategic and operational functions related to recruiting, retaining, and developing a varied employee workforce.

IU Human Resources (HR) provides university-wide services with the explicit recognition of the following customers: executives, managers, employees, and federal and state agencies. Services are intended to be provided in a partnership environment; simultaneously accommodating fiscal realities and maintaining a commitment to quality andintegrity.

Job Summary

The Executive Liaison provides critical support to both the Chief Operating Officer (COO) and the office of the Vice President and Chief Human Resources Officer (CHRO), acting on behalf of the executives; this includes managing budgets for administrative accounts, drafting, prioritizing, and handling complex communications including briefings, and researching and handling special projects, such as working with the Board of Trustees, university leadership, and others interacting with the executive offices. Operating with a high degree of professionalism, discretion, and independent judgment, the Executive Liaison acts as a primary point of contact between the COO/CHRO offices and internal and external stakeholders.

Department-Specific Responsibilities

• Provides executive level support and coordination of activities in the offices of the COO and the CHRO
• Supports special projects and cross-functional initiatives by conducting research, analyzing and compiling information, and coordinating input from multiple sources on behalf of the COO and CHRO
• Drafts, edits, prioritizes, and handles complex communications, reports, presentations, and other materials requiring a high level of accuracy, judgment, and attention to detail for internal and external recipients
• Manages multiple individual and department calendars and resolves schedule conflicts in a timely manner, all within a dynamic, fast-paced, and frequently shifting environment
• Coordinates and tracks follow-up actions, deadlines, and deliverables across COO and CHRO priorities to ensure timely execution of decisions and initiatives
• Researches and handles special projects which may include working with the Board of Trustees office, executive offices, and other stakeholder groups
• Acts as moderator for cross-functional work groups and communication tools (e.g. Microsoft Teams groups, SharePoint sites, Slack or messaging instances, listservs, etc.)
• Handles other administrative and support-related duties as assigned

• Exercises diplomacy, tact, and judgment in interacting with a wide range of constituents both internal and external to the university
• Demonstrate appropriate discretion and judgment to ensure applicable private/proprietary university information, data, transactions, and correspondence maintain confidentiality
• Manages dynamic and complex calendars, which requires a deep understanding of area's key priorities to ensure Executives are spending time in the most effective and impactful way. Ensures conflicting meetings are resolved in a timely way
• Handles matters of significance on behalf of the Executives
• Drafts, prioritizes, and handles more complex communications including briefings
• Researches and handles special projects which may include working with the Board of Trustees
• Coordinates workflows and time management

• Bachelor's degree

• 3 years of providing support, handling multiple priorities to a high-level executive

• 5 years of providing executive-level support
• Experience preparing high-quality briefing materials, presentations, and executive communications

• Proficient written and verbal communication skills
• Maintains a high degree of professionalism
• Demonstrates time management and priority setting skills
• Demonstrates a high commitment to quality
• Possesses flexibility to work in a fast paced, dynamic environment
• Seeks to acquire knowledge in area of specialty
• Highly thorough and dependable
• Demonstrates a high level of accuracy, even under pressure
• Attention to detail with the ability to meet tight deadlines
• Ability to maintain and work with highly confidential information

• Demonstrated success managing complex projects, events, or initiatives with multiple dependencies
• Advanced skills in Microsoft Office (especially Outlook, PowerPoint, and Teams) and collaboration platforms
• Ability to anticipate needs
• Ability to manage competing priorities
• Ability to handle sensitive and confidential information
• Ability to support executive decision-making in a large, complex public university environment

• Comprehensive medical and dental insurance
• Health savings account with generous IU contributions
• Healthcare and dependent care flexible spending accounts
• Basic group life insurance paid by IU
• Voluntary supplemental life, long-term disability, critical illness, and supplemental accidental death & dismemberment insurance
• Base retirement plan with generous IU contributions, subject to vesting
• Voluntary supplemental retirement plan options
• Tuition subsidy for employees and family members taking IU courses
• 10 paid holidays plus a paid winter break each year
• Generous paid time off plans
• Paid leave for new parents and IU-sponsored volunteer events
• Employee assistance program (EAP)

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