Administrative Assistant

Association of American Universities • Washington, DC

4d • Hybrid

About The Position

The Association of American Universities (AAU) is seeking an Administrative Assistant to provide comprehensive administrative support to the Senior Vice President for Administration and the Vice President for Research & Institutional Policy. This role involves managing portfolio workflow, including scheduling, travel arrangements, project tracking, and communications. The Administrative Assistant will also support various meetings, committees, and group activities by coordinating schedules, preparing materials, sending communications, and taking detailed notes with action item tracking. This position operates primarily from AAU's DC office and is eligible for a hybrid work environment after 90 days, requiring at least 3 days in the office per week. The role is classified as hourly and non-exempt.

Requirements

• 1-3 years of experience providing administrative support.
• Exemplary written and oral communication skills.
• Strong judgment, problem-solving, and critical-thinking abilities.
• Ability to work proactively and independently while contributing effectively as a team member.
• Strong organizational skills, attention to detail, and ability to follow through on long-term projects.
• Ability to thrive in a fast-paced environment with frequent change and competing priorities.
• Demonstrated integrity; ability to follow AAU policies and procedures and maintain consistent attendance.
• Ability to foster a collaborative, respectful, and inclusive work environment.
• Intermediate knowledge of Office 365 applications, including but not limited to Word, Excel, PowerPoint, Planner, SharePoint, and OneDrive.
• Applicants must be authorized to work for any employer in the United States.
• By the date of hire, applicants must reside within the Washington, D.C. metropolitan area.

Nice To Haves

• A college degree.
• Experience supporting meetings, events, committees, or board activities.
• Experience working in non-profit, association, higher education, and/or university campus setting.
• Experience working with association management systems or CRM, mass email systems, and website content management systems.

Responsibilities

• Serve as the primary point of contact for portfolio workflow.
• Manage scheduling, travel arrangements, and project tracking.
• Handle internal and external communications, including writing first drafts and editing.
• Screen and direct inquiries to ensure priorities and projects are successfully achieved.
• Support supervisors' meetings, committees, boards, and other group activities.
• Maintain timelines and coordinate schedules with members and external partners.
• Gather and disseminate meeting materials.
• Send communications and take detailed notes while tracking action items.

Benefits

• Fully employer-funded medical and dental insurance premiums for employees, their spouse, and qualified dependents.
• Employer-funded 403(b) retirement account contribution valued at 10% of employee's yearly salary with full vestment after one year.
• Monthly commuter stipend.
• Generous leave options.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree