Administrative Assistant

Description

Responsibilities

• Provide routine administrative support to fundraising teams, including calendar management, meeting scheduling, and task coordination.
• Assist with preparing agendas, organizing materials, and supporting logistics for meetings and events, both virtual and in-person.
• Coordinate travel arrangements and process reimbursements under the guidance of a supervisor.
• Process PFLF credit card statements monthly for all team members who have a credit card, including gathering receipts and following finance processes and best practices.
• Maintain records, track expenses and budgets, and manage supply orders while following established procedures.
• Communicate professionally with internal and external stakeholders, referring questions or concerns to appropriate team members as needed.
• Foster collaborative and collegial partnerships across all levels of PFLF and Purdue University, demonstrating exceptional flexibility and responsiveness to diverse team work styles and organizational needs. 
• Follow clear guidance and processes while developing the skills and confidence to handle routine tasks more independently.
• Establish and coordinate meeting requests with Purdue University College of Engineering Dean’s Office.
• Coordinate and manage conference room logistics, proactively setting up hybrid meeting technology to ensure seamless communication and connectivity for both in-person and remote participants.
• Plan and coordinate team events, including reserving space, ordering food, sending invites and agendas.
• Coordinate and complete new hire journeys, from scheduling multi-stage interviews to partnering with managers to establish and execute structured 5-30-90 day onboarding agendas.
• Monitor and track multiple deadlines and projects, proactively anticipating the needs of those you support. 
• Resolve issues, make recommendations for resolution, or route communications for resolution as appropriate with tact, diplomacy, confidentiality, and professional judgment.

Required Skills, Knowledge and Abilities

• Advanced proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) to support routine administrative tasks.
• Knowledge of the Salesforce CRM database preferred. 
• Elevated level of skill in composition, grammatical editing, and proofreading with proficiency in a variety of styles. 
• Strong organizational skills and the ability to manage multiple projects and competing priorities is necessary for success in this role, including calendar management, record-keeping, budget and expense tracking, and supply coordination.
• Ability to use good judgment, diplomacy, maintain confidentiality and to exercise discretion on various operational matters, while representing PFLF and Purdue University with diplomacy and tact. 
• Effective verbal and written communication skills, with the ability to interact professionally with diverse stakeholders.
• Must be flexible and adapt easily to change with the ability to manage frequent interruptions and requests. 
• Ability to follow established processes and procedures while demonstrating adaptability and a willingness to learn.
• Collaborative team player with flexibility to support varying work styles and a proactive approach to problem-solving and asking questions.
• Demonstrates strong critical thinking, decision-making, and attention to detail, with the ability to work effectively both independently under minimal supervision and as a collaborative team member.
• Occasional overtime or travel.

Required Education, Experience and Benefits Summary

• High School Diploma required.
• 0–3 years of administrative or customer service experience in a professional setting. 
• Actively developing skills and understanding of administrative responsibilities while gaining experience supporting multiple individuals or teams. 
• Demonstrates a willingness to learn, flexibility to adapt to varying work styles, and a proactive approach to asking questions and improving.

• 10 paid holidays per year.
• Accrue up to 22 vacation days a year.
• Traditional pre-tax 403(b) and Roth retirement plans available.
• 10% employer contribution to your retirement plan and immediate vesting.
• Health Savings Account- earn up to $700 annually towards medical expenses.
• Employer funded Preventative Dental and Vision insurance. 
• Tuition discounts on eligible programs at Purdue University and Purdue Global for qualified employees, spouses, and dependents.