Administrative Assistant, Office President

Position: Administrative Assistant, Office of the President
Job Description Administrative Assistant, Office of the President

Position Summary:

The Administrative Assistant for the Office of the President provides high-level administrative and operational support to the Office of the President and the Senior Vice President of Finance and Administration. This role is responsible for ensuring the efficient day-to-day functioning of the office through strong organizational management, administrative coordination, and responsive support to senior leadership.

The Administrative Assistant serves as a professional point of contact for internal and external constituents and is expected to exercise exceptional discretion, judgment, and professionalism in handling sensitive and confidential matters. This position requires a highly organized, proactive, and adaptable individual who thrives in a fast-paced, dynamic environment and is capable of managing competing priorities with accuracy and efficiency. In addition, the Administrative Assistant is entrusted with highly sensitive and confidential information and is expected to exercise exceptional judgment, professionalism, discretion, and customer service in all interactions.

Reporting to the Operations Manager for the Office of the President, the Administrative Assistant plays a key role in supporting executive operations, contract administration workflows, and general office management functions.

Essential Duties and Responsibilities:

Executive and Administrative Support Provide administrative support to the Office of the President and direct scheduling support for the Senior Vice President of Finance and Administration.

Manage complex calendar coordination for the Senior Vice President of Finance and Administration, including scheduling meetings, resolving conflicts, and prioritizing requests in alignment with institutional priorities.

Serve as a professional and responsive point of contact for faculty, staff, students, external partners, and visitors interacting with the Office of the President.

Draft, proofread, and manage correspondence, meeting materials, and administrative documents with a high degree of accuracy and professionalism.

Support meeting logistics, including room reservations, catering coordination, technology arrangements, and preparation of materials.

Assist with general office operations, including mail distribution, supply ordering, file management, and maintaining organized office systems.

Support special projects and initiatives originating from the President's Office and Executive Council.

Contract Administration and Operational Coordination Support contract administration processes for the Senior Vice President of Finance and Administration by tracking approvals, and monitoring execution timelines.

Help maintain and organize the institution’s contract database and related records to ensure accuracy, accessibility, and compliance with established processes.

Coordinate with internal departments and external vendors to facilitate timely completion of contract-related workflows.

Assist in maintaining administrative procedures and tracking systems that improve operational efficiency and accountability.

Office Operations and Communication Support the Operations Manager in maintaining efficient workflows and administrative processes within the Office of the President.

Prioritize and manage multiple assignments simultaneously while responding effectively to shifting priorities and deadlines.

Coordinate institutional events, presidential receptions, ceremonies, and other special functions as assigned.

Handle sensitive and confidential information with the utmost discretion and professionalism.

Maintain strong working relationships with senior leadership, faculty, staff, and external constituents.

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