Administrative Specialist

Embry-Riddle Aeronautical University • Daytona Beach, FL

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About The Position

Embry-Riddle is seeking an Administrative Specialist to support executive initiatives, coordinate high-profile events, and help maintain smooth office operations in a dynamic, collaborative, and highly visible environment. The role works closely with the Senior Executive Assistant to the President, executive support staff, senior leaders, trustees, students, visitors, and community partners. The successful candidate is organized, service-oriented, discreet, and able to manage multiple priorities while maintaining a calm and professional presence.

The Administrative Specialist coordinates executive events and VIP visits, supports board meetings and retreats, assists with special projects and outreach initiatives, and contributes to a welcoming and well-organized office and visitor experience. The position also provides backup for key administrative functions and supports continuous improvement in office processes and service delivery. Occasional work outside regular business hours is required for major events, and overtime opportunities are typically available in conjunction with those events.

Requirements

• Strong organizational, project management, and event coordination skills.
• Exceptional attention to detail and ability to manage multiple priorities simultaneously.
• Sound judgment, initiative, discretion, and professionalism.
• Excellent interpersonal and customer service skills.
• Ability to communicate effectively with senior leaders, trustees, visitors, students, and community partners.
• Strong technology skills, including Microsoft Office applications and other business productivity tools.
• Collaborative, solutions-oriented approach with a focus on continuous improvement.
• Ability to handle confidential and sensitive information with care.
• Must be eligible and willing to become an authorized campus vehicle driver.
• Occasional work outside regular business hours is required to support major events, including commencement activities and Board meetings.

Nice To Haves

• Bachelor's degree.
• One to three years of administrative, event planning, office management, or related experience.
• Experience supporting executives, boards, leadership teams, or high-profile events.
• Higher education experience.

Responsibilities

• Help plan and coordinate executive events, VIP visits, special engagements, and other high-profile initiatives.
• Partner with the Senior Executive Assistant to the President and other executive support staff on event logistics, including guest communications, transportation, catering, event materials, and day-of execution.
• Track project and event details with strong organization, attention to detail, and follow-through.
• Assist with annual signature initiatives, special mailings, gift programs, and other executive outreach efforts.
• Utilize and support student assistants to ensure seamless event preparation and execution.
• Collaborate with executive leadership support staff to coordinate meetings, programs, and events.
• Provide operational support for biannual board meetings, retreats, and related activities, including preparing materials, conducting research, purchasing, tracking projects, and administrative coordination.
• Contribute ideas and solutions to improve efficiency and the participant experience.
• Maintain a welcoming, professional office environment for visitors, guests, and campus partners.
• Coordinate office supplies, inventory, equipment, mail services, deliveries, and general office organization.
• Answer and direct inquiries professionally, courteously, discreetly, and respectfully.
• Maintain office displays, records, and organizational systems.
• Support continuous improvement efforts that strengthen office processes and service delivery.
• Collaborate across departments and stakeholder groups to achieve results and provide backup support for key administrative functions as needed.
• Build working relationships while maintaining professionalism and discretion.
• Become an authorized campus vehicle driver, if eligible and willing.

Benefits

• Up to 18 days of paid leave in the first year, including 3 days granted upon hire and 15 days accrued throughout the year.
• 9 or more paid holidays, including the day after Thanksgiving and the week between Christmas Eve and New Year's Day.
• 100% tuition coverage for the employee for one undergraduate and one graduate degree.
• Discounted tuition rates for a spouse and dependent children up to age 26.
• Employer retirement contribution of 6% of base salary and a 4% matching contribution, with no vesting period.
• Personal leave of 15 days for non-exempt employees or 18 days for exempt full-time employees in the first year.
• Overtime opportunities are typically available in conjunction with major events.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed