Executive Administrative Assistant

Job Summary The Administrative Assistant provides day-to-day administrative support to the Executive Director and campus team. The role involves managing calendars, taking meeting notes, coordinating follow-up tasks, maintaining Excel reports, generating basic system reports, and organizing records. The position requires strong organizational skills, attention to detail, clear communication, and the ability to manage multiple responsibilities in a fast-paced environment. Key Responsibilities Attend meetings, take accurate notes, and prepare follow-up summaries for relevant departments. Track action items and coordinate follow-up to ensure tasks are completed. Manage the Executive Director's calendar and support project timeline tracking. Update and organize the task management system. Maintain daily Excel reports related to applications, finance, objectives and key results (OKRs), and marketing. Generate basic reports using CRM and form-management systems. Identify and report data inconsistencies or delays. Assist with routine campus administrative tasks. Communicate with departments to gather information and confirm follow-up items. Maintain organized files, records, and administrative documentation. Required Qualifications Bachelor's degree or equivalent experience. Strong organizational skills, reliability, and willingness to learn. Proficiency in Office 365, particularly Excel, Word, and Outlook. Ability to learn new databases and software systems. Strong attention to detail and clear communication skills. Ability to manage multiple tasks, prioritize responsibilities, and follow through on assignments. Comfort working in a fast-paced environment and openness to feedback. Preferred Qualifications Experience in higher education. Experience with HubSpot, Jotform, Populi, or student information systems. Experience managing executive calendars, preparing meeting notes, and tracking follow-up actions. Familiarity with Excel lookups, pivot tables, and reporting.