Administrative Support

• Manage complex calendars and coordinate meetings for the Institute’s leadership team.
• Organize and maintain electronic and paper records to ensure accurate and accessible documentation.
• Draft, edit, and format correspondence, reports, and presentations.
• Prepare, submit, and reconcile Purchasing Card and Travel Card transactions in compliance with university policies.
• Coordinate travel arrangements for leadership, including preparing travel authorizations and processing reimbursements.
• Provide general administrative support, including taking meeting minutes, preparing materials, managing mail, and purchasing and preparing gifts.
• Work with printers and designers to produce and distribute materials such as PowerPoint presentations and printed or digital assets.
• Establish and supervise Asana project management boards to support task tracking and completion for leadership initiatives.

Event and Project Support

• Coordinate logistics for meetings and events, including room reservations, parking, setup and breakdown, décor, and audiovisual support.
• Manage catering services, including vendor coordination, menu selection, ordering, and delivery.
• Provide administrative support for events directly led by or impacting the Institute Deputy Director.
• Ensure compliance with all university and off-site event policies and procedures.
• Recommend and help implement process improvements to enhance operational efficiency.
• Provide support for special projects and other duties as assigned.

• The schedule will require the ability to work primarily on-site 5 days a week including occasional evenings, early mornings, and weekends, with the potential to work remotely based upon daily responsibility.
• Visa sponsorship is not available for this position.

The salary range is $50,845 - $60,000.

• Three years of experience related to the work. Equivalent combination of education and experience may substitute.
• Proficiency with Microsoft Office suite.

• Ability to learn new tasks and processes quickly and efficiently.
• Demonstrated adaptability and responsiveness to changing situations on a day-to-day basis.
• Proven track record to handle confidential and sensitive information with professionalism and discretion.
• Strong verbal and written communication skills.
• Excellent organizational skills and attention to detail.
• Ability to balance multiple priorities and meet set timelines while producing accurate, high-quality work.
• Professional demeanor and ability to interact effectively in a collaborative environment.
• Creative and resourceful problem-solving skills.

• A bachelor’s degree (or equivalent experience).
• Experience using Concur and Asana (or other project management software).
• Experience in event planning and/or in an administrative or executive assistant role.
• Experience working in a higher education environment supporting faculty or staff.
• Some experience, or ability coordinate the design, production, and distribution of printed and digital materials.
• A valid driver’s license; occasional local driving may be required for work-related responsibilities.