Job Summary The Executive Liaison acts on behalf of the IU Inc. President/CEO, the IU Inc. Board of Directors, and the IU Inc. executive leadership team, including the Chief Administrative Officer (CAO) and Chief Strategy Officer (CSO), on high-profile matters related to the significant operations and governance of IU Inc. This position serves as a central point of coordination for board governance and meeting management, executive scheduling, presentations and communications, and internal and external stakeholder engagement on behalf of the organization.
Department-Specific Responsibilities
- General and Executive Support
- Exercises diplomacy, tact, and judgment in interacting with a wide range of constituents both internal and external to IU Inc. and Indiana University. Demonstrates appropriate discretion and judgment to ensure private/proprietary information, data, transactions, and correspondence maintain confidentiality.
- Manages dynamic and complex involvement that requires a deep understanding of the organization's key priorities to ensure the President/CEO, Board, and executive team spend their time in the most effective and impactful way; ensures conflicting meetings are resolved in a timely way.
- Advises and assists in the planning and implementation of operations and proceedings of the President/CEO, Board of Directors, and executive leadership team.
- Advises and supports high-level leadership on a broad range of strategic matters and handles matters of significance on their behalf.
- Researches and handles special projects, coordinates workflows and time management, and may serve as account manager for or oversee a department budget.
- Board Governance and Meeting Management
- Plans, organizes, and executes IU Inc. Board of Directors meetings end to end, including scheduling, logistics, venue/virtual setup, and materials.
- Drafts and distributes agendas in coordination with the President/CEO and Board Chair.
- Compiles, assembles, and distributes board packets and pre-read materials.
- Records, prepares, and distributes meeting minutes; tracks board action items and follow-ups to completion.
- Coordinates board committee meetings (e.g., finance/audit, governance) and associated materials.
- Maintains official board records, including bylaws, resolutions, committee rosters, member terms, and meeting history.
- Manages conflict-of-interest disclosures and board policy acknowledgments.
- Ensures timely and effective orientation and onboarding for new IU Inc. board members and executive team members.
- Coordinates with corporate counsel on governance compliance and required corporate filings.
- Presentations, Communications, and Follow-Up
- Develops board and executive presentations, briefing decks, and reports.
- Prepares meeting prep materials, talking points, and background research in advance of meetings.
- Manages post-meeting follow-up, tracking commitments, decisions, and deliverables across the leadership team.
- Drafts correspondence, memos, and communications on behalf of the President/CEO and executive team.
- Executive Scheduling and Support
- Manages complex calendars for the President/CEO, CAO, and CSO, coordinating across the executive team.
- Coordinates travel, expense reporting, and related logistics.
- Engages internally and externally to schedule meetings, resolve conflicts, and protect executive time.
- Internal and External Stakeholder Engagement
- Serves as a liaison between IU Inc. and Indiana University offices, including the Office of the President, Board of Trustees, the IU Foundation, and sponsored programs.
- Coordinates scheduling and engagement with external partners, including consortium members, industry, federal and state agencies, and regional economic-development organizations.
- Supports planning and execution of partner convenings, stakeholder meetings, signing events, and similar functions.
- Corporate Entity and Operations Coordination
- Supports corporate recordkeeping and compliance tracking, including entity filings, insurance, key contracts, and registered-agent matters.
- Coordinates with the Chief Administrative Officer on board-level financial reporting and materials.
- Manages special projects and cross-functional coordination on behalf of the office.
General Responsibilities
- Exercises diplomacy, tact, and judgment in interacting with a wide range of constituents both internal and external to the university. Demonstrates appropriate discretion and judgment to ensure applicable private/proprietary university information, data, transactions, and correspondences maintain confidentiality.
- Manages dynamic and complex university involvement, which requires a deep understanding of area's key priorities to ensure the Office of the President or Office of the Board of Trustees is spending time in most effective and impactful way. Ensures conflicting meetings are resolved in a timely way.
- Advises and assists in the planning and implementation of operations and proceedings of the responsibilities of the Office of the President or Office of the Board of Trustees.
- Ensures timely and effective orientation for new members of the Office of the President or Office of the Board of Trustees.
- Advises and supports high level leadership on a broad range of strategic matters related to the Office of the President or Office of the Board of Trustees.
- Handles matters of significance on behalf of the Office of the President or Office of the Board of Trustees.
- Researches and handles special projects which may include working with the Office of the President or Office of the Board of Trustees.
- Coordinates workflows and time management.
- May have responsibility for department budget serving as account manager or developing and overseeing the budget.
Qualifications Combinations of related education and experience may be considered. Education beyond the minimum required may be substituted for work experience. Work experience beyond the minimum required may be substituted for education.
EDUCATION
Required WORK EXPERIENCE
Required - 5 years providing support handling multiple priorities to a high level executive
Preferred - Experience supporting a board of directors or in corporate/nonprofit governance
- Experience supporting multiple senior executives simultaneously
- Event-planning and high-level stakeholder coordination experience
SKILLS
Required - Proficient written and verbal communication skills
- Maintains a high degree of professionalism
- Demonstrated time management and priority setting skills
- Demonstrates a high commitment to quality
- Possesses flexibility to work in a fast paced, dynamic environment
- Seeks to acquire knowledge in area of specialty
- Highly thorough and dependable
- Demonstrates a high level of accuracy, even under pressure
- Possesses a high degree of initiative
- Ability to influence internal and/or external constituents
- Attention to details with the ability to meet tight deadlines
- Ability to maintain and work with highly confidential information
Preferred - Familiarity with board operations, parliamentary procedure, and board-portal software (e.g., Diligent, BoardEffect)
- Proficient in presentation development (Microsoft PowerPoint and similar tools)
- Ability to support multiple executives and balance competing priorities across the leadership team
Working Conditions / Demands This role requires the ability to effectively communicate and to operate a computer and other standard office productivity equipment. The position involves sedentary work as well as periods of time moving around an office environment and the campus. The person in this role must be able to perform the essential functions with or without an accommodation.
Regular travel required across Indiana University campuses (Bloomington, Indianapolis, and regional campuses), as well as to national conferences, partner corporate headquarters, and international destinations as needed.
Work Location Indianapolis, Indiana
16 Tech Innovation District
The role will transition to the new IU LAB facility upon its completion in 2027.
Benefits Overview For full-time staff employees, Indiana University offers a wide array of benefits including:
- Comprehensive medical and dental insurance
- Health savings account with generous IU contributions
- Healthcare and dependent care flexible spending accounts
- Basic group life insurance paid by IU
- Voluntary supplemental life, long-term disability, critical illness, and supplemental accidental death & dismemberment insurance
- Base retirement plan with generous IU contributions, subject to vesting
- Voluntary supplemental retirement plan options
- Tuition subsidy for employees and family members taking IU courses
- 10 paid holidays plus a paid winter break each year
- Generous paid time off plans
- Paid leave for new parents and IU-sponsored volunteer events
- Employee assistance program (EAP)
Learn more about our benefits by reviewing the IU Benefit Programs Brochure .
Job Classification Career Level: Advanced
FLSA: Exempt
Job Function: General Administration
Job Family: Administrative Support
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Posting Disclaimer This posting is scheduled to close at 11:59 pm EST on the advertised Close Date. This posting may be closed at any time at the discretion of the University, but will remain open for a minimum of 5 business days. To guarantee full consideration, please submit your application within 5 business days of the Posted Date.
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