Senior Administrative Assistant
About The Position
Seattle University is seeking an experienced Administrative Assistant to join the Office of the Global Engagement. The Office of Global Engagement’s mission is to foster international partnerships, support engagement through global grants, and move forward with the Global Jesuit Initiatives in Latin America, Asia Pacific and South Asia. As Sr. Administrative Assistant, you will support the work of the Associate Vice Provost for Global Engagement and the Associate Vice Provost for Global Academic Programs by scheduling and staffing meetings, coordinating projects, arranging travel for international visitors, preparing reports and correspondence, and managing files. The ideal candidate is a dynamic professional who can handle confidential matters with professionalism, work with a positive and solutions-oriented mindset, and demonstrate strong judgment, tact, and diplomacy.
Requirements
- Bachelor’s degree or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job.
- 2-3 years of experience providing successful administrative support.
- Demonstrated ability to multi-task and prioritize projects.
- Strong organizational and planning skills.
- Excellent verbal and written communication skills required including experience preparing, reviewing, and editing correspondence and documents.
- Advanced knowledge of all Microsoft Office products.
- Quickly learn new systems and adapt to existing practices, while also looking for efficiencies in existing processes.
- Reliability.
- Attention to detail.
- Positive attitude and willingness to pitch in as needed.
Nice To Haves
- Master's degree.
- Experience supporting a senior executive.
- Knowledge and experience in higher education.
- Knowledge and experience in international relations.
- Thorough knowledge of a university’s organization and operation.
Responsibilities
- Manage calendars and incoming external calls for the Associate Vice Provosts, ensuring sufficient work time and time for meetings and events.
- Coordinate travel arrangements and itineraries.
- Assist with emails as directed. Communicate with internal and external constituents, drafting responses to correspondence, where appropriate.
- Submit, track, and reconcile expenditures. Process invoices, requisitions, reimbursements, and payments for the office.
- Work in partnership with the Provost, Senior Vice Provosts, Vice Provosts, and Deans, and their office staff on all business needs.
- Manage meeting and event logistics, including distribution of materials, room reservations, A/V, technical support, and catering. Prepare meeting minutes.
- Coordinate travel arrangements and itineraries for visiting international scholars and guests.
- Maintain email distribution lists and partnership databases.
- Prepare correspondence, newsletters, the annual report, and other documents.
- Manage the Office of Global Engagement files and SharePoint website.
- Support the Global Jesuit Initiatives as directed by the Special Assistant to the Provost for Strategic Initiatives.
- Submit, track, and reconcile expenditures. Process invoices, requisitions, reimbursements, and payments for the office.
- Maintain CLIC alumni database and photo archives.
- Coordinate logistics for the CLIC Language Partner Program.
- Assist with Global Engagement grant-funded activities (e.g., career workshops) in partnership with campus offices.
Benefits
- Three different medical plans
- Dental insurance
- Vision insurance
- Life insurance
- Short-term disability coverage
- Long-term disability coverage
- Up to a 10% employer contribution for retirement benefits (5% nonelective employer contribution and dollar-for-dollar match of voluntary contributions up to 5%)
- 100% paid tuition benefits for the employee and dependents
- Subsidized transportation benefit
- Wellness program with free access to an onsite fitness facility
- Wide variety of campus events
- Generous holiday schedule, including a paid Holiday break closure in December
- Vacation leave
- Paid sick leave
- Paid community service leave
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What This Job Offers
Job Type
Full-time
Career Level
Senior
