Key Responsibilities

Executive & Administrative Support 

• Provide high-level administrative support to Executive Directors, including complex calendar management and scheduling. 

• Field confidential requests, sensitive documents, phone calls, and high-level meetings with discretion. 

• Coordinate and schedule meetings by preparing agendas, reserving and setting up spaces, and recording accurate minutes. 

• Handle travel arrangements, including booking, submitting travel requests, and processing travel reports. 

• Track action items, deadlines, and follow-ups from leadership meetings to ensure timely completion. 

• Book both virtual and in-person interviews and meetings for incoming candidates and team members. 

• Maintain organized electronic and physical filing systems for executive records and correspondence. 

• Scan, upload and/or shred sensitive documents from Executive Directors as appropriate 

Departmental & Office Operations 

• Provide front office desk coverage and main phone line support on a rotating schedule. 

• Reconcile credit card purchases and prepare, review, and submit accurate expense reports. 

• Procure departmental supplies, greeting cards, thank-you gifts, and event refreshments. 

• Assist in gathering information for strategic documents. 

• Plan, organize, and lead department-wide virtual and in-person document retention, decluttering, and shredding initiatives. 

• Perform other duties as assigned to support departmental goals and executive leadership. 

Qualifications 

Required: 

• 1–3 years of related administrative, HR support, or office management experience. 

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook). 

• Proven ability to handle sensitive and confidential information with strong professional integrity. 

• Strong organizational, time-management, and multi-tasking abilities with sharp attention to detail. 

• Excellent interpersonal, verbal, and written communication skills. 

• Strong customer service orientation and a proactive, problem-solving mindset. 

Work hours: The university work week is Sunday through Saturday. Most offices are open Monday through Friday from 8:30 a.m. to 5:30 p.m. To accommodate business needs, employees may be assigned to other workdays and/or hours, including weekends and evenings.