Administrative Assistant II

Iowa State University•Ames, IA

35d•Onsite

About The Position

Health and Human Sciences Extension and Outreach (HHSEO) at Iowa State University is seeking qualified candidates for an Administrative Assistant II. This role provides executive-level administrative support to HHSEO leadership and support team, coordinating schedules, meetings, communications, and administrative activities. The position serves as a primary point of contact for faculty, staff, and external stakeholders, and is responsible for preparing and distributing professional communications and branded materials while maintaining confidentiality of sensitive information. The role also involves coordinating logistics for professional development programs, meetings, and special events, including managing registrations, attendee tracking, room reservations, technology needs, and event evaluations. Additionally, the Administrative Assistant II will support committee activities, communications, and speaker coordination, as well as recruit, train, supervise, and assign work to student employees. Support for hiring and onboarding activities, guidance on departmental and university policies, and responding to inquiries are also key functions. The position will serve as backup support for purchasing, P-card, travel, and reimbursement processes and participate in professional development and training opportunities. The successful candidate will manage multiple competing priorities with accuracy, professionalism, and attention to detail.

Requirements

High school diploma or equivalent
3 years of related experience
Ability to manage multiple competing priorities while maintaining a high level of accuracy, professionalism, and attention to detail.

Nice To Haves

Experience providing administrative support to executive or senior-level leadership.
Demonstrated experience in complex calendar management and scheduling.
Experience coordinating complex meetings, conferences, or events involving multiple stakeholders.
Demonstrated proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, Outlook, and Teams.
Demonstrated experience preparing executive-level correspondence, reports, presentations, and meeting materials.

Responsibilities

Provide executive-level administrative support to HHSEO leadership and support team.
Coordinate schedules, meetings, communications, and administrative activities.
Serve as a primary point of contact for faculty, staff, and external stakeholders.
Prepare and distribute professional communications and branded materials.
Maintain confidentiality of sensitive information.
Coordinate logistics for professional development programs, meetings, and special events.
Manage registrations, attendee tracking, room reservations, technology needs, and event evaluations.
Support committee activities, communications, and speaker coordination.
Recruit, train, supervise, and assign work to student employees.
Support hiring and onboarding activities.
Provide guidance on departmental and university policies and procedures.
Respond to inquiries from faculty, staff, and external partners.
Serve as backup support for purchasing, P-card, travel, and reimbursement processes.
Participate in professional development and training opportunities.