Office & Executive Assistant

Schiller International University is a global institution with campuses in Madrid, Tampa, Heidelberg, and Paris, offering a U.S.-accredited curriculum designed to prepare students for careers in an interconnected world. Through experiential learning, challenge-based education, and international mobility, we equip students with the skills and mindset to become responsible global leaders.

About the role

The Office & Executive Assistant serves as the primary point of contact for students, visitors, faculty, staff, and external stakeholders while providing high-level administrative and executive support to the Campus Director. This position ensures the efficient daily operation of the campus reception area, supports campus administration, coordinates meetings and events, manages executive calendars and communications, and promotes an exceptional student and stakeholder experience.

The successful candidate will be highly organized, professional, proactive, customer-service oriented, and capable of handling multiple priorities in a dynamic international university environment.

Responsibilities

• Reception & Campus Front Desk Operations
  • Serve as the first point of contact for campus visitors, students, faculty, and external guests.
  • Answer, screen, and direct incoming calls, emails, and inquiries professionally and efficiently.
  • Manage reception operations and maintain a welcoming, organized, and professional campus environment.
  • Receive, sort, distribute, and coordinate incoming and outgoing mail, packages, and deliveries.
  • Provide general information regarding university programs, services, campus procedures, and community resources.
  • Monitor reception and common areas to ensure cleanliness, organization, and readiness for visitors and events.
• Executive Support to the President USA
  • Manage the President USA’s calendar, appointments, meetings, and travel arrangements.
  • Coordinate meeting schedules and logistics for campus leadership and visiting executives.
  • Prepare agendas, presentations, reports, correspondence, and supporting documentation.
  • Take meeting notes and distribute meeting minutes and action items.
  • Track progress of campus initiatives and follow-up assignments to support timely completion.
  • Exercise discretion and maintain confidentiality regarding sensitive university information and business matters.
• Administrative Support
  • Provide administrative support to campus leadership, faculty, and staff.
  • Maintain organized electronic and physical records, files, and documentation.
  • Assist with purchasing requests, vendor coordination, invoices, administrative forms, and office supply needs.
  • Support compliance documentation and campus reporting as requested.
  • Coordinate campus inventory and assist with operational documentation.
• Student & Admissions Support
  • Provide initial information to prospective students and direct inquiries to the appropriate department.
  • Support Admissions with lead follow-up activities, appointment scheduling, and outreach communications.
  • Assist students with general administrative questions and connect them with the appropriate student services, admissions, academic, or finance contact.
  • Support student onboarding, orientation activities, and campus service initiatives.
• Event & Meeting Coordination
  • Coordinate campus events, open houses, graduation ceremonies, orientations, staff meetings, and special events.
  • Manage event logistics, including room reservations, catering coordination, materials, guest support, and visitor coordination.
  • Support executive visits and university leadership meetings.
  • Ensure smooth execution of campus events and activities.
• Facilities & Operations Support
  • Coordinate maintenance requests and communicate facility-related issues with building management and vendors.
  • Assist with classroom readiness and daily campus operational needs.
  • Support technology issue triage and escalation to the appropriate IT team or support channel.
  • Monitor campus operational concerns and communicate issues promptly to the Campus Director or appropriate department.
• Communication & Stakeholder Relations
  • Maintain positive and professional relationships with students, faculty, staff, community partners, and external stakeholders.
  • Draft, edit, and distribute communications on behalf of campus leadership as requested.
  • Represent the University professionally in all interactions.
  • Promote a culture of service excellence, collaboration, and accountability.
• Special Projects
  • Assist with local and global university initiatives and special projects.
  • Conduct research, collect information, and prepare summaries or reports as requested.
  • Support process improvement initiatives and campus strategic objectives.

Requirements

• Required Qualifications
  • Bachelor’s degree in Business Administration, Communications, Education, or a related field.
  • Minimum of 3 years of experience in administrative support, office management, executive support, reception, or customer service.
  • Strong organizational and time-management skills with the ability to manage multiple priorities.
  • Excellent written and verbal communication skills.
  • Proficiency in Microsoft Office Suite, Microsoft Teams, Outlook, and related business applications.
  • Strong attention to detail and ability to follow through on assignments.
  • Ability to maintain confidentiality and exercise sound judgment.
  • Demonstrated customer service skills and professional demeanor.
• Preferred Qualifications
  • Experience working in higher education or an international environment.
  • Experience supporting senior leadership or executives.
  • Event planning and project coordination experience.
  • Experience with CRM, student information systems, or similar administrative platforms.
• Languages
  • Fluent English, written and verbal, required.
  • Spanish proficiency preferred.
  • Additional languages are a plus.

Skills

• Communication, Connection, and Service
• Global Mindset
• Achieving Results
• Driving Innovation and Managing Change
• Learning and Development
• Accountability
• Professionalism
• Collaboration
• Student-Centered Focus
• Initiative and Problem Solving