Administrative Assistant

About the role

We are looking for a bilingual Administrative Assistant to provide high-level support to the Vice President at a university. This Contract position is ideal for an experienced administrative assistant who can keep daily operations organized, coordinate priorities effectively, and communicate clearly in a fast-paced academic environment. The role offers the opportunity to manage executive scheduling, assist with event logistics, and contribute to the smooth execution of key administrative activities.

Responsibilities

• Coordinate the Vice President's calendar by scheduling meetings, adjusting priorities, and ensuring daily commitments are well organized.
• Arrange travel plans and prepare related itineraries, confirmations, and supporting materials for business needs.
• Support conference and meeting logistics by reserving spaces, preparing rooms, and assisting with setup and cleanup activities.
• Draft, format, and distribute clear correspondence, reports, and other administrative documents using standard office software.
• Monitor email communications and respond or route messages appropriately to maintain timely follow-up.
• Enter and maintain alphanumeric data accurately while organizing files, records, and office materials for efficient access.
• Prepare presentations, spreadsheets, and written documents using Microsoft Word, Excel, and PowerPoint.
• Provide general administrative support such as copying, document handling, and day-to-day office coordination.
• Use strong organizational methods, including color-coded systems, to track schedules, materials, and priorities effectively.

Requirements

• Minimum of 5 years of administrative support experience, including experience assisting senior leadership.
• Associate degree required.
• Bilingual communication skills required, with the ability to interact effectively in a diverse academic setting.
• Proficiency with Microsoft Word, Excel, Outlook, and PowerPoint.
• Visio experience is preferred.
• Strong written communication skills with experience composing clear and accurate correspondence.
• Ability to manage multiple responsibilities, maintain accuracy, and remain flexible with work hours as needed.

Benefits

• Medical, vision, and dental insurance
• Life and disability insurance
• Company 401(k) plan