Executive Assistant, PARI-GDI

The Executive Assistant oversees the day-to-day operation of the Purdue Applied Research Institute Global Development and Innovation Division (PARI-GDI) providing administrative support to executive leadership, engaging externally on behalf of the division, hosting events and other projects.  The role is vital to the division’s efficient operation and business success. Given the international nature of the work performed by PARI-GDI, Executive Assistant's work may require cultural awareness, strong management and communication skills, ability to meet deadlines, and providing support outside the standard Monday-Friday, 8 am to 5 pm work week.   The position is a hybrid work environment with on-site hours that will vary depending on needs. 
 
Required:

• Bachelor’s degree in business, finance, project management, or related field to the division’s mission (ex. international development or foreign policy)
• Five (5) years of related relevant professional experience
• Exceptional organizational and multitasking skills
• Demonstrated aptitude in communication and interpersonal relationships
• Ability to manage complex projects and multi-task effectively
• Experience working with people from differing cultural backgrounds
• Strong problem-solving skills
• Proficiency in Microsoft Office Suite
• Ability, if required, to obtain and hold a security clearance from the U.S. government. If required, maintaining this clearance is a continuous condition of employment. Failure to obtain or retain the required clearance may result in termination.

 
Preferred:

• International experience and language such as Spanish or French (ex. interacting with and hosting foreign collaborators or delegations)

Administrative support:

• Draft and edit communications, prepare reports and presentations.  
• Maintain calendars, schedule and coordinate complex meetings, prepare agendas.  In instances where meeting management is needed, help coordinate all aspects of meeting preparation including scheduling, taking notes, and drafting presentation slides.  
• Draft and disseminate communications on behalf of the executive team, support internal board and committee meetings, exercise appropriate, yet significant level of autonomy by providing approval of departmental expenses and interact with PARI business office on financial and HR matters.
• Help arrange travel and process travel reimbursements and expenses.
• Onboard new employees, process legal agreements, route invoice payments, oversee travel arrangements and reimbursements, and other HR or financial duties as assigned.  
• Maintain records and internal documents, contracts, and other relevant materials.

Communication, Branding and Event Logistics:

• Liaise with PARI central, Purdue University executive offices, colleges and units as well as external partners and customers.  
• Help staff, to track, build, and maintain strong relationships throughout the Purdue community and with external partners including international partners, advisory councils, corporations, other universities, non-profits, and governmental agencies.  
• Coordinate the logistics of various programs, projects, workshops, events and presentations.
• Lead the planning and organization of high-level meetings, events, and conferences with Purdue and external stakeholders.
• Ensure that all logistical details are handled, from meeting agendas to post-event follow-ups
• Assure consistency with the PARI brand and marketing guidance, helping to draft marketing documents and website content as needed. Facilitate clear, timely, and brand-consistent communication with internal and external Purdue stakeholders, including faculty, students, funders, and industry partners with an eye toward fostering long-term relationships.
• Update and maintain databases, websites, and mailing lists.

Other duties: 

• Respond to non-routine inquiries and issues from internal and external sources.  
• Develop, implement and maintain/improve processes related to administrative operations to ensure compliance with PARI policies and procedures.  
• Exercise discretion and independent judgement to collect and analyze information requests and identify trends.
• Manage projects and special assignments which may require independent research, communication, outreach/data collection and use of software tools.  Help to establish and maximize efficiency of interdepartmental processes within PARI and between PARI and Purdue University to ensure all operations are handled professionally and effectively.  
• Monitor operating budget and maintain financial records for administrative support operations.
• This includes gathering data, leading analysis, and developing comprehensive reports for the executive team

• Purdue’s benefits summary 
• Purdue will not sponsor employment authorization for this position  
• A background check will be required for employment in this position
• FLSA: Exempt (Not Eligible For Overtime)
• Retirement Eligibility:  Defined Contribution Waiting Period
• Purdue University is an EOE/AA employer. All individuals, including minorities, women, individuals with disabilities, and veterans are encouraged to apply

The Purdue Applied Research Institute (PARI) is a new and significant driving force for the University to share its innovative research capabilities.  As the non-profit applied research arm of Purdue University, PARI aims to deliver innovative solutions for Purdue’s partners in the public, private and non-profit sectors.  PARI will manage sponsored research expenditures that fall into three divisions: National Security and Technology, Global Development and Innovation (GDI), and Technology Innovation, including the Digital Innovation in Agri-Food Systems Laboratory (DIAL).  Through PARI-GDI, experts in applied and translational research will play a greater role in the development and deployment of technologies that are critical to overcoming global challenges.  With a research portfolio of more than $694M in expenditures, Purdue University was ranked third among U.S. universities in USAID-obligated funds in FY 2019. In 2020 Purdue was ranked the fifth most innovative university in the United States and home to the largest university-affiliated incubation park in the U.S.  PARI-GDI will build on Purdue’s legacy working on international development challenges.

Purdue University is a top public research institution developing practical solutions to today’s toughest challenges. Ranked one of the top 10 Most Innovative Schools in the nation by U.S. News & World Report, With a $685+ million research enterprise, Purdue delivers world-changing research and out-of-this-world discovery that drive discoveries and innovative solutions that have a critical impact on the nation and the world.