Executive and Special Events Assistant to the Office of the President

Ball State University

Muncie, IN

ID: 7090061 (Ref.No. BSU28524)
Posted: December 3, 2021
Application Deadline: Open Until Filled

Job Description

Provide administrative support for the President, Chief Strategy Officer, Assistant Director of Planning and Performance and Special Assistant to the Chief Strategy Officer, Executive Director of University Events and Operations, Assistant Director of Commencement and University Events, and Executive Writer in the Office of the President.

Job Function:

Provide administrative support for the President, Chief Strategy Officer, Assistant Director of Planning and Performance and Special Assistant to the Chief Strategy Officer, Executive Director of University Events and Operations, Assistant Director of Commencement and University Events, and Executive Writer in the Office of the President.

Minimum Education:

Associate's degree or equivalent.

Preferred Education:

Bachelor's degree.

Minimum Experience:

At least three years of secretarial support, office administration or related experience.

Preferred Experience:

-Additional years of office management experience 
-Excellent communication skills 
-Proficiency with Microsoft Office suite 
-Experience working with budget and managing expenditures 
-Time management skills 
-Ability to work with sensitive and confidential information 
-Ability to work in a team setting 
-Event coordination experience

Duties and Responsibilities:

  • Represent the Office of the President demonstrating excellent customer service in greeting visitors, answering all incoming calls, assist in providing routine information and direct to the appropriate office personnel.
  • Prepare correspondence, schedule, provide daily meeting preparation, confirm and maintain electronic calendar for Chief Strategy Officer.
  • Provide administrative support of the Office of the President, which includes compose, edit, proofread and type letters and other documents; maintain all office files and archives, gather data on projects related to activities and provide information; prepare presentation materials (including PowerPoint presentations); may include duplicating, collating, and binding.
  • Assist the Assistant Director of Commencement and University Events with presidential events by taking phone reservations, preparing event materials (nametags, place cards, and menu cards), coordinating of logistics, processing payments for event-related expenses, and keeping accurate records of event attendance. Assist with managing on-site event production as needed. 
  • Manage the Office of the President’s General Fund and Foundation Accounts. This will include managing expenditures and budget transfers including all invoices, purchasing card reports, and annual subscription and registration; reconciling and verifying all expenditures and receipts for accuracy and producing monthly financial reports and summaries for the President’s review.
  • Coordinate President and Chief Strategy Officers travel arrangements, including travel authorizations, booking airlines, car rentals, hotels and conference registrations and processing expense reimbursements.
  • Assist with Board of Trustees travel arrangements, parking, and process reimbursement and stipends.
  • Serve as a backup to other office staff as needed in their absence; assist with large projects to ensure the smooth and continued flow of the office. 
  • Schedule, confirm and maintain electronic calendar for the Kumler conference room. Prepare President’s and Kumler conference rooms for meetings including the set up of technology. 
  • Read and analyze incoming correspondence/mail and determine their significance, distribute and track follow-up.
  • Supervise and coordinate projects for student employees.
  • Maintain inventory of office supplies and order supplies, computer equipment, refreshments, etc., via the university online purchasing system, internet or phone.

  • Perform other related duties as assigned.
  • Maintain regular and predictable attendance.


At Ball State University, we recognize inclusive excellence as an integral endeavor to fulfill our University’s mission and our strategic plan. We recruit, support, and retain a diverse population of students, faculty, and staff. We encourage and reward diversity of thought. We promote a work environment that encourages and rewards innovation and creativity. We pledge to keep Inclusive Excellence at the highest level of institutional importance and as a foundation in all that we strive to do. Our over-arching goal for Inclusive Excellence is to adopt a university-wide Inclusive Excellence approach to academic, administrative support, and service functions of the university. We believe Inclusive Excellence must be infused in every step we take.