Administrative Assistant

Department: Development

Location: Purdue for Life Foundation

Description: 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.

About the role

The Purdue For Life Foundation offers a supportive and collaborative work environment where you can make a meaningful difference in the lives of individuals and the broader community. You will have the opportunity to contribute to a mission that supports educational initiatives, scholarships, and programs that positively impact the lives of Purdue students and graduates.

Responsibilities

• Provide routine administrative support to fundraising teams, including calendar management, meeting scheduling, and task coordination.
• Aid in 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.
• 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.
• Develop 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.
• Care for 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.

Required Skills, Knowledge and Abilities

• 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.

Required Education, Experience and Benefits

• 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.

Pay

Job Level: Support 1

Purdue For Life Foundation job levels and compensation ranges are independent of, and differ from, those of Purdue University.

Benefits

• 10 paid holidays per year.
• Accrue up to 22 vacation days a year.
• Traditional pre-tax 403(b) and Roth retirement plans available. 10% employer contribution to your retirement plan and immediate vesting.
• Tuition discounts on eligible programs at Purdue University and Purdue Global for qualified employees, spouses, and dependents.
• Employer funded Preventative Dental and Vision insurance.
• Health Savings Account - earn up to $700 annually towards medical expenses.