The President’s Office at Embry-Riddle Aeronautical University in Daytona Beach, FL is currently looking for an experienced Administrative Assistant to provide diverse and complex support to the Senior Executive Assistant to the President. Serving primarily as the administrative assistant with oversight of traffic, office inventory, general filing, and mail. Functions as calendaring assistant and coordinator of key events, luncheons, and meetings as assigned. The position will be involved in events and projects hosted by or in conjunction with the Office of the President; he or she may be asked to assist with set up, tear down, communicating with attendees, and creation of event presentation materials. Must be proficient in Outlook, PowerPoint, Word, and Excel. The individual in this position must exercise good judgment, have superior communication skills, and the ability to assimilate information rapidly. Must be able to interact positively and professionally with university administration, faculty, staff, students, public and officials. The individual must be self-motivated to complete projects of a highly-skilled nature related to the functions, operations, and activities of the Office of the President. Keen attention to detail and strong organizational skills required. Confidentiality is extremely important in this role and the individual must work well under pressure with frequent interruptions of work.
Responsibilities include the following:
Provide front-facing administrative support by answering the main telephone line, retrieving and relaying messages, and receiving visitors of the Office of the President. Serve as liaison between the Office of the President and other departments or outside agencies.
Perform a variety of clerical duties; distribute daily mail and packages, and prepare inter-office communications, outgoing correspondence, large-scale mailings, and shipments. Generate file labels, and establish and maintain filing systems.
Support the Executive Assistant with scheduling meetings, managing calendars, making travel arrangements, and coordinating special events. Prepare online forms and applications as requested.
Draft, format and proofread a variety of official documents and routine correspondence – including, but not limited to, letters, reports, publications, memos, meeting minutes, and notices.
Maintain President’s events and activities in the calendar; receive, review, and prepare event appearance requests.
Design materials for special projects and presentations – including, but not limited to, meeting agendas, reports, specialty forms, briefing books, event invitations, brochures, and PowerPoint presentations. Maintain the university organizational chart.
Oversee day-to-day operations in waiting areas, break room, and copy room; oversee the care of major office equipment and related information (i.e. manuals), and create office instructional guides as needed. Operate a variety of office equipment, monitor inventory levels of office supplies and reorder as needed.
Oversee design, printing, and mailing process of President’s annual Holiday cards and gifts.
Coordinate the reservation and set-up of on-campus facilities, services, supplies and equipment for meetings and events.
Process specialty orders, new and recurring invoices, and journal entries as requested. Generate yearly Blanket POs and monthly budgetary data, assist in assuring assigned expenditures do not exceed budget limitations, and help identify accounting errors or discrepancies. Procure VIP and holiday gifts as needed.
Compile information for appointments, meetings, or special events; contact others to request materials and notify appropriate individuals of related information.
Prepare and maintain a variety of detailed lists, directories, records and reports related to meetings, events, projects, personnel, budgets, and financial activity. Manage event RSVPs, and maintain community/VIP contact list by updating occasionally throughout the year.
Assist with the bi-annual Board of Trustee meetings, as needed.
Provide basic technical support, as needed.
High School degree
At least three years of prior experience in an administrative role within a professional environment
Proficient with all Microsoft Office Suite products
Excellent verbal and written communication skills
High degree of judgement and professionalism
Impeccable organizational skills and ability to multi-task effectively
Prior administrative within higher education