Administrative Assistant II

Administrative Assistant II

Join a dynamic academic department at a prestigious higher education institution where your administrative expertise and service-first mindset will directly support faculty members in advancing impactful work. This is an excellent opportunity for a detail-oriented professional to thrive in an environment that values precision, initiative, and development.

This is a full-time role at $25.00/hour, working 40 hours per week.

• Provide administrative support to 4–5 faculty members with varying needs
• Coordinate both international and domestic travel, including bookings and detailed itineraries
• Manage heavy volume of expense reimbursements, ensuring timely and accurate submission through institutional systems
• Schedule and coordinate meetings, appointments, and events involving both internal teams and external participants
• Draft, review, and edit professional correspondence, documents, and reports
• Assist in the planning and execution of events, including those with visiting speakers and consultants
• Maintain high levels of confidentiality and discretion in handling faculty support matters

• Minimum 3 years of administrative experience in a professional office environment
• Proven ability to manage competing priorities and support multiple stakeholders

• Administrative work in academic, nonprofit, or research settings
• Prior involvement in event logistics or speaker coordination
• Experience with travel coordination for professionals

• Proficiency in Microsoft Outlook and core Microsoft Office Suite applications
• Strong customer service orientation and professional communication style
• Excellent attention to detail and follow-through

• Experience using Concur or similar systems for travel and expense management
• Ability to draft clear, professional correspondence and manage sensitive communications
• Familiarity with complex scheduling support across multiple stakeholders

Pro Pivotal is an equal opportunity employer and considers qualified applicants for employment regardless of race, gender, gender identity, gender expression, age, color, religion, disability, veteran's status, sexual orientation, or any other protected factor.