Administrative Assistant | Notre Dame Global

University of Notre Dame•Notre Dame, IN

10d

About The Position

The Administrative Assistant supports Notre Dame Global’s Study Abroad and Global Engagement teams and the Senior Director of Global Education. The role provides administrative and operational support for semester and summer programs, global engagement activities, daily office operations, events, international partner visits, student activities, and program agreements. The assistant coordinates logistics, maintains records, processes transactions, supports travel and scheduling, and helps ensure teams and participants have well-organized, welcoming experiences.

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 the Global Engagement team.
Serve as a primary administrative contact for the three teams, respond to requests, troubleshoot issues, and coordinate day-to-day office needs.
Process payments, invoices, and administrative transactions; manage space reservations, food orders, shipments, and other logistics.
Manage calendars, schedule team meetings, coordinate preparations, and create reports, documents, and other materials for the Senior Director of Global Education.
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 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.
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.