Administrative Assistant

Administrative Assistant to the Chief of Staff, Brenau University

Position Summary: The Administrative Assistant to the Chief of Staff is responsible for managing and tracking office functions and details, coordinating events within the Office of the President, and supporting the Executive Suite. The role opens and closes the suite, provides administrative support, and facilitates communications.

Minimum Qualifications:

• Completion of high school required; undergraduate degree preferred.
• Minimum five years of experience in a busy office environment.
• High level of professionalism, strong customer service, excellent organization and analytical thinking.
• Proficiency in Microsoft Office, Google Forms, Formstack, Zoom; knowledge of Raiser’s Edge helpful.
• Independent work ability, confidentiality, multi‑tasking, detail orientation.

Job

Duties & Responsibilities:

• Greet visitors, relay detailed messages, and make referrals to appropriate parties.
• Maintain front‑desk area in an orderly manner.
• Provide assistance to offices within the Executive Suite.
• Schedule appointments for the President and Chief of Staff.
• Coordinate staff schedules to address needs.
• Draft/prepare correspondence, including greetings, and maintain lists.
• Review local media for updates regarding local constituents.
• Maintain the President’s Conference Room Calendar and supplies.
• Schedule Leadership Team meetings and prepare agendas.
• Assist with planning functions for the Office of the President, communicating with departments, facilities, and catering.
• Assist with travel arrangements.
• Take and transcribe minutes for trustee meetings as needed.
• Manage invoices and request purchase orders; review budget lines.
• Responsible for office supplies ordering, inventory, and equipment operation.
• Deliver and retrieve Executive Suite mail to campus Post Office.
• Maintain schedule for various spaces on campus via EMS software.
• Manage calendar and scheduling for guest lecturer apartments (434 Academy St & 516B Park St).
• Work with Calendar Committee.
• Ensure confidential materials are shredded.
• Perform clerical tasks such as word processing, copying, filing, faxing, and phone coverage.
• Other assignments as they arise.

Work Hours: Full‑time, 37.5 hours per week. Monday‑Friday, 8:30 a.m.–5:00 p.m. Hours may extend to meet department needs.

Environmental and Physical Demands: Sedentary office work, operating standard office equipment. Prolonged sitting, computer operation. Ability to travel short distances and/or drive a vehicle for deliveries. Lift up to 15 pounds. Repetitive motion and wrist, hand, finger movements required. Close visual acuity needed for data analysis, transcription, computer viewing, and extensive reading.

Benefits: Dependent upon employment status, years of service, and worker category. Explore all that Brenau offers for Your Health, Your Mind, Your Finances, & Our Community: (Use the "Apply for this Job" box below)..

Equal Opportunity: Brenau practices equal opportunity for all students, employees, and job applicants. No discrimination on age, race, color, religion, sex (including pregnancy and gender identity), sexual orientation, national origin, disability, genetic information, military service, or any other characteristic protected by law.

Drug‑Free Workplace: Brenau University is a drug‑free workplace, certified by the Georgia Workers Compensation Board.

Title IX: All employees must report any possible sexual harassment or discrimination based on sex to the Title IX Coordinator when the employee has information about conduct that may constitute sex discrimination or harassment under Title IX.

Location: On‑site, Historic Gainesville Campus, Gainesville, Georgia.

Remote Work Availability: No.

Travel Requirements: Frequent local travel and operation of a university vehicle and/or personal vehicle required. Must be at least 21 years of age, possess a valid Georgia driver’s license, and good driving record. Travel to campus locations within the City of Gainesville and vendors required.