Executive Assistant

Executive Assistant

Job Title:  Executive Assistant
Department:  Strategic Operations
Reports to:  EVP, COO and General Counsel
FLSA Status: Exempt
Location: Indianapolis
Compensation: $62,000 – $70,000, commensurate with experience.
Benefits: Include medical, dental, and vision insurance, 401K, defined-contribution pension, vacation and sick time, paid family leave, employer-paid group life and long-term disability coverage.

Purpose

The executive assistant provides legal and administrative support to:

  • Executive Vice President, Chief Operating Officer and General Counsel
  • Associate General Counsel
  • Executive Assistant and Board Relations Officer

Responsibilities

Commitment to Racial Equity

The assistant advances Lumina’s commitment to addressing systemic racism and barriers to learning after high school among students of color. The assistant will promote racial and ethnic diversity and inclusion in hiring, grantmaking, contracting, and decision-making and pursue fair and just outcomes for students through Lumina’s work. The officer will share Lumina’s commitment to racial justice and equity with external partners. 

Administrative Support

  • Anticipate and proactively manage calendars, time, and workflow.
  • Schedule, organize, and coordinate internal and external meetings (in-person and virtual), travel arrangements, conferences, and other departmental activities.
  • Compose and/or edit internal and external communications, agreements, and other documents.
  • Assist in coordination of corporate governance related matters, including conflict of interest process and documentation, and other related processes.
  • Assist with various department and all staff meetings (in-person and virtual), including preparation of materials and agendas, PowerPoint presentations, room setup, technology needs, catering, and cleanup.
  • Reconcile, prepare, and submit expense reports and invoices for payment.
  • Work on special project teams as needed and requested by supervisor and other departments. This may include planning and coordinating multiple presentations, disseminating information, and coordinating direct mailings.
  • Maintain supervisor’s and department files in an efficient, easily accessible manner.
  • Work with and support internal committees, teams, and workgroups. 

    Board Relations Support

    • Serve as the secondary support person to the Board Relations Officer, who is the primary liaison to the Board of Directors.
    • Assist in the creation and coordination of all scheduling, mailings, agendas, minutes, and logistics for Board and committee meetings, and executive team meetings.
    • Attend all Board meetings and assist in the coordination and scheduling of all Board related meetings, activities, and special events.
    • Assist in the maintenance of all executive team and Board related materials, reports, SharePoint, and files.
    • Assist in coordination of board-governance-related matters, including Board orientation, conflict of interest process and documentation, and other related processes.

    Education and Experience

    • AA/AS/BA/BS or other credential beyond high school;
    • At least 5 years experience in an executive administrative support role; knowledge of corporate governance and procedures desired; or
    • Any combination of education and experience, which would provide an equivalent background.

    Skills, Competencies, and Characteristics

    • Microsoft Office 365 skills, especially Word, Outlook, PowerPoint, Excel, OneNote and Teams.
    • Ability to effectively use online tools to schedule travel and process expense reports.
    • Interpersonal and customer relations skills that exemplify a high degree of diplomacy, tact, and professionalism, including excellent phone etiquette.
    • Ability to communicate concepts and activities accurately, effectively, and in ways that are suited to varied stakeholders.
    • Ability to write and edit documents with an emphasis on grammar and spelling.
    • Organizational and planning skills with high attention to detail.
    • Ability to multi-task, set priorities, triage work, and meet deadlines.
    • Ability to flex and adapt to meet the needs of others and work demands.
    • Ability to maintain confidentiality and handle sensitive information.
    • Ability to apply sound situational decision making. 

    Work Environment and Physical Demands

    • Work is performed in an office environment, mostly sedentary, with extensive use of various forms of technology.
    • Travel occurs infrequently but may include overnight stays.

    This description is only a summary of the typical job functions, not an exhaustive list of all possible responsibilities, and may be subject to change at any time due to reasonable accommodation or other reasons.

    Applicants should send the following to the e-mail address below:

    • a letter of interest
    • resume outlining experience relevant to the position

    Human Resources
    lfecareers@luminafoundation.org
    Equal Opportunity Employer