Office & Executive Assistant

Reception & Campus Front Desk Operations 

• Serve as the first point of contact for campus visitors, students, faculty, and external guests.
• Answer, screen, and direct incoming calls, emails, and inquiries professionally and efficiently.
• Manage reception operations andmaintaina welcoming, organized, and professional campus environment.
• Receive, sort, distribute, and coordinate incoming and outgoing mail, packages, and deliveries.
• Provide general informationregardinguniversity programs, services, campus procedures, and community resources.
• Monitor reception andcommon areasto ensure cleanliness, organization, and readiness for visitors and events.

Executive Support to the President USA 

• Manage thePresident USAr's calendar, appointments, meetings, and travel arrangements.
• Coordinate meeting schedules andlogisticsfor campus leadership and visiting executives.
• Prepare agendas, presentations, reports, correspondence, and supporting documentation.
• Take meeting notes and distribute meeting minutesand action items.
• Track progress of campus initiatives and follow-up assignments to supporttimelycompletion.
• Exercise discretion andmaintainconfidentialityregardingsensitive university information and business matters.

• Provide administrative support to campus leadership, faculty, and staff.
• Maintain organized electronic and physical records, files, and documentation.
• Assistwith purchasing requests, vendor coordination, invoices, administrative forms, and office supply needs.
• Support compliance documentation and campus reporting as requested.
• Coordinate campus inventory andassistwith operational documentation.

Student & Admissions Support 

• Provide initial information to prospective students and direct inquiries to theappropriate department.
• Support Admissions with lead follow-up activities, appointment scheduling, and outreach communications.
• Assiststudents with general administrative questions and connect them with theappropriatestudentforservices, admissions, academic, orfinancecontact.
• Support student onboarding, orientation activities, and campus service initiatives.

Event & Meeting Coordination 

• Coordinate campus events, open houses, graduation ceremonies, orientations, staff meetings, andspecial events.
• Manage eventlogistics, including room reservations, catering coordination, materials, guest support, and visitor coordination.
• Support executive visits and university leadership meetings.
• Ensure smooth execution of campus events and activities.

Facilities & Operations Support 

• Coordinate maintenance requests and communicate facility-related issues with building management and vendors.
• Assistwith classroom readiness and daily campus operational needs.
• Support technology issue triage and escalation to theappropriate ITteam or support channel.
• Monitor campus operational concerns and communicate issues promptly to the Campus Director orappropriate department.

Communication & Stakeholder Relations 

• Maintain positive and professional relationships with students, faculty, staff, community partners, and external stakeholders.
• Draft, edit, and distribute communications on behalf of campus leadership as requested.
• Represent the University professionally in all interactions.
• Promote a culture of service excellence, collaboration, and accountability.

Special Projects 

• Assistwith local and global university initiatives and special projects.
• Conduct research, collect information, and prepare summaries or reports as requested.
• Support process improvement initiatives and campus strategicobjectives.

Required Qualifications 

• Bachelor's degree in Business Administration, Communications, Education, ora relatedfield.
• Minimum of 3 years of experience in administrative support, office management, executive support, reception, or customer service.
• Strong organizational and time-management skills with the ability to manage multiple priorities.
• Excellent written and verbal communication skills.
• Proficiencyin Microsoft Office Suite, Microsoft Teams, Outlook, and related business applications.
• Strong attention to detail and ability to follow through on assignments.
• Ability tomaintainconfidentiality and exercise sound judgment.
• Demonstrated customer service skills and professional demeanor.

• Experience working in higher education or an international environment.
• Experience supporting senior leadership or executives.
• Event planning and project coordination experience.
• Experience with CRM, student information systems, or similar administrative platforms.

Languages 

• Fluent English, written and verbal,required.
• Spanishproficiencypreferred.
• Additionallanguages are a plus.
  

Key Competencies 

• Communication, Connection, and Service 
• Global Mindset 
• Achieving Results 
• Driving Innovation and Managing Change 
• Learning and Development
• Accountability 
• Professionalism 
• Collaboration 
• Student-Centered Focus 
• Initiative and Problem Solving