Senior Administrative Assistant | Institute for Social Concerns

University of Notre Dame • Notre Dame, IN

19h • Hybrid

About The Position

Join the Institute for Social Concerns as a Senior Administrative Assistant! We are looking for a dynamic organizer and proactive, creative colleague to join the Institute for Social Concerns in our mission to advance justice rooted in the common good. If you are highly organized and excited to support students on their journey toward understanding justice around the globe and developing moral purpose, we encourage you to apply. Under the direction of the Associate Director of Finance and Administration, the Senior Administrative Assistant will provide efficient, effective, and strategic executive-level administrative support to the Executive Director, while also supporting Institute initiatives and events. This position requires exceptional organizational skills, the ability to work efficiently in a fast-paced, dynamic environment, and a readiness to take on a variety of responsibilities. Because this position works with a broad range of stakeholders within the Institute and across the University, it requires a high degree of trust, discretion, judgment, flexibility, and diplomacy. This is a full-time, 12-month position. This position may permit up to one day of remote work per week, in accordance with Institute policies and scheduling needs, after a successful 90 days of employment.

Requirements

• Bachelor’s degree and 3–4 years of relevant professional experience.
• Superior written and verbal communication skills, along with demonstrated attention to detail, critical-thinking abilities, and strategic judgment.
• Experience managing complex projects and supporting departmental initiatives, which may include international travel arrangements and festive event planning for select student cohorts.
• Advanced proficiency with modern technology tools, including Google Workspace, virtual meeting platforms, and institutional systems such as Concur.

Nice To Haves

• Strong interpersonal and relationship-building skills.
• Strong problem-solving and critical-thinking abilities.
• Ability to work independently while managing multiple priorities and projects.
• Understanding of and appreciation for the mission of the Institute and the University.
• Commitment to continuous improvement by proactively identifying opportunities to enhance procedures, increase efficiency, and reduce risk.
• Curiosity and creativity in developing innovative solutions to challenges and streamlining processes, along with a willingness to experiment, learn, and adapt.

Responsibilities

• Provide high-level executive support to the Executive Director, including managing the Executive Director’s calendar, scheduling meetings, and handling correspondence.
• Coordinate and confirm all local, domestic, and international travel for the Executive Director; prepare detailed travel itineraries; and organize conference and travel materials.
• Manage and follow up on expense reporting for the Executive Director.
• Collaborate in planning Institute-wide meetings, retreats, and other gatherings.
• Maintain an essential archive of financial, human resources, donor, and legal documents.
• Provide administrative support for Institute operations in collaboration with the Associate Director of Finance and Administration.

Benefits

• A chance to make a meaningful difference by providing opportunities for students to engage directly with issues of systemic injustice and developing moral purpose.
• A collaborative and supportive environment where you will contribute to students’ educational and formative experiences.
• A rewarding role that offers direct opportunities to support institutional success as well as student success in both professional and developmental ways.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior