Administrative Assistant

Administrative Assistant

Department: Development

Employment Type: Full Time

Location: Purdue for Life Foundation

Working for the Purdue For Life Foundation offers a unique opportunity to be part of an organization dedicated to empowering Purdue University alumni and fostering a lifelong connection to the institution. By joining our team, you'll have the chance to contribute to a mission that supports educational initiatives, scholarships, and programs that positively impact the lives of Purdue students and graduates.

The Foundation's commitment to education and community engagement provides a fulfilling work environment where you can make a meaningful difference in the lives of individuals and the broader community. Additionally, you'll have access to a network of passionate colleagues and the resources needed to drive positive change, making the Purdue For Life Foundation an inspiring and rewarding place to build your career.

Your next giant leap starts here.

• Provide routine administrative support to fundraising teams, including calendar management, meeting scheduling, and task coordination.
• Assist with preparing agendas, organizing materials, and supporting logistics for meetings and events, both virtual and in-person.
• Coordinate travel arrangements and process reimbursements under the guidance of a supervisor.
• Process PFLF credit card statements monthly for all team members who have a credit card, including gathering receipts and following finance processes and best practices.
• Maintain records, track expenses and budgets, and manage supply orders while following established procedures.
• Communicate professionally with internal and external stakeholders, referring questions or concerns to appropriate team members as needed.
• Foster collaborative and collegial partnerships across all levels of PFLF and Purdue University, demonstrating exceptional flexibility and responsiveness to diverse team work styles and organizational needs.
• Follow clear guidance and processes while developing the skills and confidence to handle routine tasks more independently.
• Establish and coordinate meeting requests with Purdue University College of Engineering Dean's Office.
• Coordinate and manage conference room logistics, proactively setting up hybrid meeting technology to ensure seamless communication and connectivity for both in-person and remote participants.
• Plan and coordinate team events, including reserving space, ordering food, sending invites and agendas.
• Coordinate and complete new hire journeys, from scheduling multi-stage interviews to partnering with managers to establish and execute structured 5-30-90 day onboarding agendas.
• Monitor and track multiple deadlines and projects, proactively anticipating the needs of those you support.
• Resolve issues, make recommendations for resolution, or route communications for resolution as appropriate with tact, diplomacy, confidentiality, and professional judgment.

• Advanced proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) to support routine administrative tasks.
• Knowledge of the Salesforce CRM database preferred.
• Elevated level of skill in composition, grammatical editing, and proofreading with proficiency in a variety of styles.
• Strong organizational skills and the ability to manage multiple projects and competing priorities is necessary for success in this role, including calendar management, record-keeping, budget and expense tracking, and supply coordination.
• Ability to use good judgment, diplomacy, maintain confidentiality and to exercise discretion on various operational matters, while representing PFLF and Purdue University with diplomacy and tact.
• Effective verbal and written communication skills, with the ability to interact professionally with diverse stakeholders.
• Must be flexible and adapt easily to change with the ability to manage frequent interruptions and requests.
• Ability to follow established processes and procedures while demonstrating adaptability and a willingness to learn.
• Collaborative team player with flexibility to support varying work styles and a proactive approach to problem-solving and asking questions.
• Demonstrates strong critical thinking, decision-making, and attention to detail, with the ability to work effectively both independently under minimal supervision and as a collaborative team member.
• Occasional overtime or travel.

• High School Diploma required.
• 0-3 years of administrative or customer service experience in a professional setting.
• Actively developing skills and understanding of administrative responsibilities while gaining experience supporting multiple individuals or teams.
• Demonstrates a willingness to learn, flexibility to adapt to varying work styles, and a proactive approach to asking questions and improving.

Job Level: Support 1

* Purdue For Life Foundation job levels and compensation ranges are independent of, and differ from,…