Administrative Assistant

This position will report to the central office in Arlington, VA 2 days a week, and will report to Baltimore, MD occasionally throughout the year. Candidates should reside in the DMV area.

The Administrative Assistant provides administrative and operational support that helps advance our mission of expanding access to international education and study abroad opportunities. This role supports the day-to-day operations of the organization while contributing to a collaborative, inclusive, and mission-driven workplace culture.

Working closely with the Executive Assistant to the President and Board Operations, the Administrative Assistant supports scheduling, logistics, office administration, and governance-related activities that help ensure the organization operates effectively and efficiently. This is an excellent entry-level opportunity for someone interested in nonprofit administration, higher education, international education, or operations management.

We value diverse perspectives, lived experiences, and inclusive practices, and we encourage candidates from all backgrounds to apply.

Principal Relationships

External

• Vendors and service providers
• Conference organizers
• Building management and external contacts

Internal

• Executive Assistant to the President and Board Operations
• President and CEO
• Executive Team
• All Staff

Principal Accountabilities

Administrative Support

• Coordinate meetings, scheduling, and logistics across teams in support of organizational priorities and collaboration
• Assist with travel arrangements, including flights, hotels, meals, and expense submissions
• Prepare and organize meeting materials, presentations, and documents
• Draft routine correspondence and assist with internal communications
• Take notes during meetings and help track follow-up items and action steps
• Update and manage tasks in systems such as Asana
• Coordinate Council of Advisors meeting logistics, communications, records, and Boardable administration
• Support governance and Council operations activities

Office Operations

• Support daily operations of the Central Office to help maintain a welcoming, organized, and inclusive work environment
• Order office supplies and maintain inventory levels
• Receive, sort, and distribute mail; assist with scanning and document handling for Accounting
• Help process incoming payments/checks and route appropriately
• Assist with onboarding logistics and staff event coordination in partnership with HR
• Maintain shared office spaces, including kitchen and common areas
• Coordinate routine needs with building management and vendors and communicate updates to staff
• Arrange for basic office equipment maintenance as needed
• Maintain and organize shared files in SharePoint

Coordination & Event Support

• Assist with conference registrations, travel coordination, and membership renewals
• Provide logistical support for internal meetings, events, and team gatherings
• Support coordination of organizational initiatives and activities that foster employee engagement and collaboration

Education

• 2–4-year degree preferred, or equivalent combination of education and experience

Experience

• 2 years of administrative, internship, customer service, or office support experience

Skills & Qualities

• Strong written and verbal communication skills
• Highly organized with strong attention to detail
• Ability to manage multiple tasks and prioritize effectively
• Proactive, dependable, and eager to learn in a collaborative environment
• Professional, service-oriented, and committed to supporting a positive workplace culture
• Demonstrated ability to work respectfully and effectively with individuals from diverse backgrounds and experiences
• Proficiency in Microsoft Office (Word, Outlook, Teams; familiarity with PowerPoint and Excel)

Additional Desired Qualifications

• Experience in a nonprofit, higher education, international education, or office environment
• Familiarity with tools such as Zoom, Asana, SharePoint, or Boardable
• Interest in global education, student access, intercultural learning, or nonprofit mission-driven work