Executive Assistant

Executive Assistant

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 Department of Homeland Security (IDHS) :

The Indiana Department of Homeland Security (IDHS) leads Indiana's emergency planning and operations, first responder training, and fire and building safety. The Indiana State Fire Marshal leads the Division of Fire and Building Safety (within IDHS), which oversees the enforcement of building codes and includes a fire investigations unit. The agency certifies and trains thousands of first responders and also hosts state-level exercises each year. IDHS also supports the state Emergency Operations Center (EOC), which leads response and coordination efforts for large-magnitude incidents.

Role Overview

The Indiana Department of Homeland Security is seeking a highly organized and proactive Executive Assistant to provide comprehensive administrative support to the Agency Head, Chief of Staff, Section Chiefs, and Supervisors / Managers. This pivotal role directly supports the Executive Director by managing calendars, scheduling internal and external meetings and events, and coordinating engagements with stakeholders and government representatives. Additional responsibilities include arranging travel authorizations and processing expense reports for the Executive Director, Chief of Staff, and other senior staff.

In addition to executive support, this position serves as a supervisor to the administrative assistant, front office receptionist, and the administrative assistant for Response and Recovery. Supervisory duties include onboarding, approving time-off requests, managing weekly timesheets, and conducting mid-year and final performance evaluations aligned with SuccessFactors goals.

As the first point of contact for external public and private sector inquiries, the Executive Assistant plays a key role in representing the agency. This position assists with governmental staff to coordinate 1 : 1 meetings with the Executive Director. This position also assists with the monthly Governor's Executive Council on Cybersecurity. This includes organizing all aspects of conferences, meetings, and agency-wide gatherings.

A critical component of this role involves leading the development and management of a new customer service hub designed to elevate the agency's responsiveness and service quality. The Executive Assistant will oversee a team of administrative and clerical staff assigned to the hub, including four administrative assistants and seven clerical personnel.

Salary for this position traditionally starts at $47,320.00, but may be commensurate with education or work experience.

A Day in the Life :

The essential functions of this role are as follows :

• Provides direct administrative support to an executive administrator of an agency.
• Performs a variety of administrative duties that involve a high degree of discretion in interpretation, application, and execution of agency and department policies and programs.
• Works with a wide range of agency and state administrators, legislators, private companies, and the general public on routine and non-routine problems.
• Prepares administrative rules and procedures for executive administrator and / or board or commission.
• Reviews operating practices and procedures to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.
• Coordinates and directs office services, such as records, departmental finances, budget preparation, and personnel issues to aid executive.
• Manages and maintains executive's schedules and travel arrangements.

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 with or without notice.

This position is exempt from overtime compensation for additional work hours which 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 :

The ideal candidate in this role should minimally have either :

Related certifications and coursework may be considered for education or experience.

You must meet the following requirement to be considered for employment :

Supervisory Responsibilities / Direct Reports :

This role may be utilized in a supervisory capacity based on agency needs.

Benefits of Employment with the State of Indiana :

Equal Employment Opportunity :

The State of Indiana is an Equal Opportunity Employer and is 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 jobs@spd.IN.gov.