Job Title: Temporary Executive Assistant to the EVP of Wesley Seminary
Reporting Relationship: Executive Vice President of Wesley Seminary
Unit: Wesley Seminary
Department: Wesley Seminary
Campus Location: Wesley Seminary, Marion, IN
Summary of Position: The Temporary Executive Assistant to the Executive Vice President provides high-level administrative and operational support during a maternity leave coverage period. This role is responsible for maintaining the daily operations of the Executive Vice President''''s office by managing schedules, coordinating meetings and events, facilitating communication, and supporting various administrative functions.
This position requires exceptional organizational skills, professionalism, discretion, and the ability to manage confidential information with integrity. The Temporary Executive Assistant serves as a key point of contact for faculty, staff, students, board members, donors, and external partners, ensuring the office continues to operate efficiently while providing a welcoming and service-oriented experience.
The successful candidate will receive approximately two months of training and transition support before independently managing the responsibilities of the position during the remainder of the leave.
Duties and Responsibilities
Administrative Support
Manage the Executive Vice President''''s complex calendar, appointments, meetings, and travel arrangements
Prioritize daily administrative tasks to ensure efficient office operations
Assist in supervising student workers or graduate assistants assigned to the EVP Office, as needed
Communication Management
Draft, edit, and manage correspondence, reports, presentations, and other communications for internal and external audiences
Monitor and respond to email and other communications on behalf of the Executive Vice President, as appropriate
Maintain internal digital resources, including SharePoint and other shared platforms
Meeting & Event Coordination
Coordinate logistics for board meetings, leadership meetings, conferences, seminars, and special events
Prepare agendas, meeting materials, minutes, and follow-up documentation
Collaborate with Executive Assistants, administrative staff, Lead Team members, and Board members to ensure successful event execution
This position will take place during multiple important events: Wesley Seminary Lead Team Retreat, Wesley Seminary All-Staff Retreat, and the Wesley Seminary Board Meeting. The individual who is hired for this position must be capable of putting these events together and coordinating the event day-of
Document & Project Management
Maintain organized records, files, and documentation
Track projects and deadlines to ensure timely completion of assigned tasks
Assist with administrative projects that support the Executive Vice President and Seminary leadership
Financial Support
Process invoices, reimbursements, purchase requests, and other financial documentation
Assist with monitoring departmental expenditures and budget-related administrative tasks
Strategic & Administrative Assistance
Prepare reports, gather information, and conduct basic research to support decision-making and ongoing initiatives
Provide administrative support for special projects as assigned
Hospitality & Office Management
Welcome and assist visitors, guests, board members, faculty, staff, and donors in a professional and hospitable manner. - Coordinate hospitality arrangements for meetings and events
Communicate important faculty and staff updates (such as celebrations, births, illnesses, and condolences) with professionalism and sensitivity
Help maintain an organized, welcoming, and professional office environment
Other Duties
Perform additional administrative responsibilities as assigned by the Executive Vice President to ensure continuity of office operations during the leave period
Qualifications: According to Indiana Wesleyan University employment policy all employees must possess a strong Christian commitment and adhere to the standards outlined in the IWU Community Lifestyle Statement.
Education
Experience
Required Skills
IWU Kingdom Diversity Statement
IWU, in covenant with God''''s reconciling work and in accordance with the Biblical principles of our historic Wesleyan tradition, commits to build a community that reflects Kingdom diversity. We will foster an intentional environment for living, teaching and learning, which exhibits honor, respect, and dignity. Acknowledging visible or invisible differences, our community authentically values each member''''s earthly and eternal worth. We refute ignorance and isolation and embrace deliberate and courageous engagement that exhibits Christ''''s commandment to love all humankind.
LIMITATIONS AND DISCLAIMER
As a religious educational institution operating under the auspices of The Wesleyan Church, Indiana Wesleyan University is permitted and reserves the right to prefer employees on the basis of religion (42 U.S.C., Sections 2000e-1 and 2000e-2).
The above job description is meant to describe the general nature and level of work being performed; it is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required for the position. Employees will be required to follow other job-related instructions and to perform other job-related duties requested by their supervisor in compliance with Federal and State Laws.