Administrative Assistant

Qualifications:
• Bachelor’s degree or 3-5 years equivalent administrative or office support experience.
• Excellent understanding of the organization's operating policies and procedures, including but not limited to Time and Labor, travel reimbursement, purchasing, disbursing and document retention.
• Ability to work in a team environment, where workflow is subject to changing priorities.
• Strong organization and multitasking skills.
• Effective interpersonal communication skills.
• Proficiency with scheduling tools and basic reporting; excellent customer service skills.
• Excellent judgment and discretion in handling sensitive data and confidential information.
• Ability to work with minimum supervision and guidance.
• Proficiency in various software, MS 365 Suite (Excel, Word, OneDrive, OneNote, Outlook, PowerPoint, SharePoint, Teams), Event Management, Web Ex, Zoom, etc.

Responsibilities:
We are looking for an Administrative Support Staff Professional to provide structured, high-quality administrative coordination across multiple departments. Emphasis on organization, scheduling, tracking, and day-to-day project support. Stakeholders include three Department Heads, Advisors, Economists and Research Associates. The ideal candidate for this role should demonstrate exceptional organizational abilities, superb interpersonal skills, multi-tasking skills, and excellent time-management.

RESPONSIBILITIES:
• Coordinate administrative support activities across three departments with varying workloads, priorities, and stakeholders.
• Manage highly complex calendars, meeting logistics, and proactively resolve competing priorities.
• Track project tasks, deadlines, and deliverables using spreadsheets or tracking tools.
• Prepare and organize meeting materials, agendas, and follow-up action items.
• Serve as a central point of contact for administrative requests and information flow.
• Oversee travel coordination and expense tracking for leadership-level activities.
• Coordinate travel logistics and expense submissions and manage the Function’s discretionary and nondiscretionary travel as part of project support.
• Support strategic initiatives, special projects, and leadership communications.
• Identify process improvements to increase efficiency at the executive level/
• Monitor workload volume and flag scheduling conflicts or risks to timelines.
• Support onboarding/offboarding tasks and ad hoc administrative project needs.
• Partner with other Research Executive Assistants in supporting group wide administrative and office support needs, such as mail distribution and phone coverage.
• Prepare requests for visitors and access requests for drug screening, fingerprinting and ID card requests.
• Work on project teams – Conference and Event Management, Visiting Professors, and PhD Recruiting, including, maintaining data, tables and charts for tracking and informational purposes.
• Coordinate meetings/events; may include webcasts, conferences or other special events, luncheons, receptions, and reserve conference rooms.
• General administrative responsibilities.
• Provide back-up support to other administrative staff and perform other ad-hoc duties assignments and projects, as necessary.