Job Description:
Job Summary
The Administrative Assistant provides day-to-day administrative support to the Executive Director and campus team. The role involves managing calendars, taking meeting notes, coordinating follow-up tasks, maintaining Excel reports, generating basic system reports, and organizing records. The position requires strong organizational skills, attention to detail, clear communication, and the ability to manage multiple responsibilities in a fast-paced environment.
Key Responsibilities
- Attend meetings, take accurate notes, and prepare follow-up summaries for relevant departments.
- Track action items and coordinate follow-up to ensure tasks are completed.
- Manage the Executive Director's calendar and support project timeline tracking.
- Update and organize the task management system.
- Maintain daily Excel reports related to applications, finance, objectives and key results (OKRs), and marketing.
- Generate basic reports using CRM and form-management systems.
- Identify and report data inconsistencies or delays.
- Assist with routine campus administrative tasks.
- Communicate with departments to gather information and confirm follow-up items.
- Maintain organized files, records, and administrative documentation.
Required Qualifications
- Bachelor's degree or equivalent experience.
- Strong organizational skills, reliability, and willingness to learn.
- Proficiency in Office 365, particularly Excel, Word, and Outlook.
- Ability to learn new databases and software systems.
- Strong attention to detail and clear communication skills.
- Ability to manage multiple tasks, prioritize responsibilities, and follow through on assignments.
- Comfort working in a fast-paced environment and openness to feedback.
Preferred Qualifications
- Experience in higher education.
- Experience with HubSpot, Jotform, Populi, or student information systems.
- Experience managing executive calendars, preparing meeting notes, and tracking follow-up actions.
- Familiarity with Excel lookups, pivot tables, and reporting.