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Executive Assistant

Date Posted: Jun 2, 2025

Requisition ID: 460776

Location:

Indianapolis, IN, US, 46204

Work for Indiana

Begin a fulfilling career with the State of Indiana by joining one of the largest employers in the state, offering a range of opportunities across 60+ agencies. At the state, you'll find competitive compensation, a robust benefits package and a commitment to work-life balance. Most importantly, you'll have the chance to make a real and measurable impact on the lives of Hoosiers across Indiana.

About the Indiana Office of Management and Budget (OMB):

The Indiana Office of Management and Budget directs the State's fiscal management and budget policy. The Director reports directly to the Governor and is responsible for the functions performed by the State Budget Agency, Department of Revenue, Indiana Finance Authority, Management Performance Hub, and Department of Local Government Finance. We also coordinate with the State Budget Agency for oversight and guidance of the administrative rulemaking processes of Executive Branch agencies. We are committed to disciplined and accountable budgeting, accounting, and spending.

Role Overview:

The Executive Assistant oversees the administrative operations of the Office of Management and Budget and ensures efficient administrative workflow for the Secretary of OMB. This role involves coordinating high-level administrative tasks, managing calendars, and serving as a key liaison between the Secretary, the Governor’s office, agency leaders, and internal and external stakeholders.

Salary:

This position traditionally starts at an annual salary of $47,476 but may be commensurate with education and job experience.

Use our Compensation Calculator to view the total compensation package.

A Day in the Life:

Responsibilities include:

+ Provide high-level administrative support to the Secretary and agency executives, including complex calendar management, travel and expense coordination, collaboration with appropriate teams to manage the signature process for all agreements and contracts that require the Secretary of Commerce's signature, and meeting preparation.

+ Oversee the daily operations of the office, ensuring smooth workflows and adherence to State of Indiana policies.

+ Manage and prioritize incoming communications, including emails, correspondence, and reports on the Secretary’s behalf.

+ Maintain a comprehensive and accurate record of details and status on all initiatives

+ Prioritize sensitive matters to ensure the Secretary is informed on issues that may require escalation.

+ Serve as a liaison between the Secretary, agency leaders, internal teams, and external stakeholders.

+ Maintain confidentiality in handling sensitive information.

+ Prioritize and assist in responding to internal and external inquiries and requests while troubleshooting conflicts; use critical thinking to make recommendations, ensuring smooth day-to-day engagements.

+ Represents agency, facility, or departments in a variety of situations with other departments, facilities, the general public, and special interest groups.

+ Reviews department or agency organizational structure and functions and prepares changes to promote efficiency and effectiveness;

+ Administers staff functions in support of program areas;

+ Prepares special reports on alternative methods of achieving new program responsibilities as related to the agency’s goals and missions;

+ Prepares administrative rules and procedures for the executive administrator and/or board or commission.

+ Follows up on plans, programs, and procedures to ensure progress and accomplishments.

The job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee. Other duties, responsibilities, and activities may change or be assigned at any time.

This position is exempt from overtime compensation for additional work hours that may be required to complete essential functions or other assigned work. Exempt employees may work more than 75 hours in a pay period without additional compensation and must report a minimum of 75 hours per pay period of work hours and/or paid leave taken to receive their base biweekly salary.

What You'll Need for Success:

+ Thorough knowledge of the theories, principles, practices, and methodology of administrative management.

+ Thorough knowledge of department change and programs.

+ Specialized knowledge of state government administrative structures.

+ Able to coordinate and motivate diverse, professional, and support personnel.

+ Able to be creative in developing alternatives to meet the department’s needs.

+ Able to effectively communicate, both orally and in writing.

+ Able to maintain cooperative work relationships.

+ Able to perform essential functions with or without reasonable accommodation.

+ Expert-level knowledge of Microsoft Office 365 (Word, Excel, PowerPoint, SharePoint, and Outlook).

+ Able to represent the State of Indiana and the Secretary professionally and confidentially.

+ Able to exercise sound judgement and exemplify a professional presence when dealing with all issues and situations.

+ Multitask, prioritize, and work under pressure.

+ Able to problem solve and make decisions independently.

+ Able to communicate ideas and principles to a broad audience, both orally and in writing.

+ Able to collect, interpret, evaluate data, and produce clear and concise reports.

+ Able to maintain a high level of reliability.

+ Able to maintain the highest level of confidentiality.

Supervisory Responsibilities/Direct Reports:

This role may provide direct supervision for one or more staff members.

Benefits of Employment with the State of Indiana:

The State of Indiana offers a comprehensive benefits package for full-time employees that includes:

+ Three (3) medical plan options (including RX coverage) as well as vision and dental plans

+ Wellness Rewards Program: Complete wellness activities to earn gift card rewards

+ Health savings account, which includes bi-weekly state contribution

+ Deferred compensation 457(b) account (similar to 401(k) plan) with employer match

+ Two (2) fully-funded pension plan options

+ A robust, comprehensive program of leave policies covering a variety of employee needs, including but not limited to:

+ 150 hours of paid New Parent Leave and up to eight weeks of paid Childbirth Recovery Leave for eligible mothers

+ Up to 15 hours of paid community service leave

+ Combined 180 hours of paid vacation, personal, and sick leave time off

+ 12 paid holidays, 14 in election years

+ Education Reimbursement Program

+ Group life insurance

+ Referral Bonus program

+ Employee assistance program that allows for covered behavioral health visits

+ Qualified employer for the Public Service Loan Forgiveness Program

+ Free Parking for most positions

+ Free LinkedIn Learning access

Equal Employment Opportunity:

The State of Indiana is an Equal Opportunity Employer committed to recruiting, selecting, developing, and promoting employees based on individual ability and job performance. Reasonable accommodations may be available to enable individuals with disabilities to complete the application and interview process as well as perform the essential functions of a role. If you require reasonable accommodations to complete this application, you can request assistance by contacting the Indiana State Personnel Department at [email protected].

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