Administrative Assistant | Notre Dame Global

University of Notre Dame•Notre Dame, IN

15h

About The Position

The University of Notre Dame’s Notre Dame Global is seeking an Administrative Assistant to support its Study Abroad and Global Engagement teams and the Senior Director of Global Education. The role provides administrative and operational support for semester and summer study abroad programs, daily office operations, international partnerships, campus events, and student experiences. The Administrative Assistant serves as a primary administrative contact for the teams, handling requests and coordinating office needs. Responsibilities include processing payments and invoices, managing reservations and logistics, supporting the Senior Director’s calendar and travel, coordinating program agreements and records, organizing events and visits from international partners, and assisting with student activities. The position calls for an organized, resourceful, detail-oriented professional able to communicate effectively and manage competing priorities.

Requirements

High school diploma or equivalent.
At least 3–4 years of work experience.
Experience providing administrative support in an office environment.
Strong written and verbal communication skills.
Excellent time-management and organizational skills, with the ability to multitask and prioritize competing responsibilities.
Strong attention to detail, problem-solving abilities, and a commitment to accuracy.
Proficiency in Microsoft Office, particularly Excel and PowerPoint, and familiarity with social media platforms such as Instagram.
Strong work ethic, professionalism, and the ability to work effectively with others.

Nice To Haves

College degree or equivalent.
Demonstrated experience working as an Administrative Assistant.
Experience working with individuals from diverse backgrounds.
Previous experience working in higher education.

Responsibilities

Provide administrative and operational support to the semester and summer Study Abroad teams and Global Engagement team.
Serve as a primary administrative contact for the three teams, responding to requests, troubleshooting issues, and coordinating daily office needs.
Process payments, invoices, and administrative transactions.
Manage space reservations, food orders, shipments, and other logistics.
Manage calendars and schedule team meetings for the Senior Director of Global Education; coordinate preparations and create reports, documents, and other materials.
Arrange domestic and international travel, assist with special projects, and collaborate with other Notre Dame Global teams on departmental priorities.
Coordinate and maintain program agreements in partnership with the Study Abroad and Global Engagement teams and the University's Office of General Counsel.
Track exchange balances, manage records, and keep agreements and documentation accurate and up to date.
Help plan and coordinate events, information sessions, and team activities, including scheduling, space reservations, materials, and event logistics.
Collaborate with team members to create organized, welcoming experiences for participants.
Coordinate visits from international partners and guests, including scheduling, reservations, hospitality, and logistics.
Assist with student activities, program logistics, and administrative needs, including serving as a chaperone when needed.