Job Description

Job Type: Full-Time

Location: On-Site (Hybrid flexibility may be considered)

Experience Level: Mid to Senior Level

Position Overview:

We are seeking a highly skilled and proactive Senior Administrative Associate to provide comprehensive support to a dynamic team within a fast-paced, mission-driven environment. This individual will play a pivotal role in managing complex calendars, coordinating travel and logistics, and facilitating communications across a broad network of internal and external stakeholders.

The ideal candidate is an experienced professional with excellent organizational skills, sound judgment, and the ability to manage multiple priorities simultaneously with discretion and diplomacy.

Key Responsibilities:

• Strategically plan and manage complex calendars, using sound judgment to resolve conflicts and balance priorities.
• Represent team members in administrative matters by setting priorities, anticipating needs, and resolving issues with minimal supervision.
• Act as liaison with internal departments and external partners; screen communications and ensure timely follow-up on action items.
• Coordinate logistics for high-level meetings, events, and conferences, including travel arrangements and detailed itineraries.
• Process legal documents, expense reports, and support compliance with university policies and procedures.
• Prepare meeting materials, take minutes for Board meetings, and help compile quarterly Board books.
• Manage multiple concurrent projects by tracking deadlines, following up with stakeholders, and ensuring timely completion of tasks.
• Support office operations, including facilities maintenance, vendor coordination, and workspace setup for new employees.
• Provide event planning and logistical support for internal gatherings and Board dinners.
• Assist in emergency response logistics and maintain necessary supplies for readiness.
• Collaborate with the Finance team by submitting contracts, invoices, and vendor information into the financial system and compiling data for budget and planning.

Required Qualifications:

• Education & Experience: Bachelor's Degree is required
• Technical Skills: Advanced proficiency in office software and email applications.
• Communication: Exceptional written and verbal communication skills with strong attention to detail.
• Professionalism: Ability to handle sensitive information with discretion and demonstrate diplomacy in all interactions.
• Organizational Ability: Proven experience managing multiple priorities and meeting deadlines in a dynamic environment.
• Initiative: Self-starter with a proactive mindset and the ability to take ownership of projects.

Preferred Attributes:

• Experience supporting executive-level staff or within an academic institution.
• Familiarity with university systems, procurement processes, and financial policies.
• Ability to contribute to a collaborative, high-performing team culture.

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