Administrative Specialist

Job Description

The Opportunity

Are you a highly organized professional who thrives on creating exceptional experiences keeping operations running smoothly and supporting executive-level initiatives We are seeking an Administrative Specialist who brings professionalism initiative problem-solving discretion and a service-oriented mindset to a dynamic collaborative and highly visible office environment.

This role offers a unique opportunity to coordinate executive events collaborate with senior leaders support special projects and help deliver memorable experiences for distinguished guests trustees campus leaders and community partners. The successful candidate will be a trusted team member who can manage multiple priorities anticipate needs and maintain a calm polished presence while handling confidential and sensitive information.

Key Responsibilities

Executive Events & Special Projects

• Help plan and coordinate executive events VIP visits special engagements and other high-profile initiatives.

• Partner closely with the Sr. Executive Assistant to the President and other executive support staff to ensure seamless event logistics including guest communications transportation arrangements catering coordination event materials and day-of flawless execution.

• Track projects and event details with exceptional organization attention to detail and follow-through.

• Assist with annual signature initiatives special mailings gift programs and other executive outreach efforts.

• Utilize and support student assistants to ensure event preparation and execution is seamless.

Executive & Board Support

• Collaborate with executive leadership support staff to coordinate meetings programs and events.

• Provide operational support for biannual board meetings retreats and related activities including preparation of materials research purchasing tracking projects and administrative coordination.

• Contribute creative ideas and solutions that enhance efficiency and elevate the overall experience for participants.

Office Operations & Visitor Experience

• Maintain a welcoming professional office environment for visitors guests and campus partners.
• Coordinate office supplies inventory equipment mail services deliveries and general office organization.

• Answer and direct inquiries with professionalism courtesy discretion and respect.

• Maintain office displays records and organizational systems.

• Support continuous improvement efforts that strengthen office processes and service delivery.

Team Collaboration

• Work collaboratively across multiple departments and stakeholder groups to achieve outstanding results.

• Provide backup support for key administrative functions as needed.

• Build strong working relationships while maintaining the highest level of professionalism and discretion.

What Were Looking For

• Strong organizational project management and event coordination skills.

• Exceptional attention to detail and the ability to manage multiple priorities simultaneously.

• Sound judgment initiative discretion and professionalism.

• Excellent interpersonal and customer service skills.

• Ability to communicate effectively with a variety of audiences including senior leaders trustees visitors students and community partners.

• Strong technology skills including Microsoft Office applications and other business productivity tools.

• A collaborative solutions-oriented approach with a focus on continuous improvement.

• Ability to handle confidential and sensitive information with care.

About us

For over 100 years Embry-Riddle has been the worlds leading aviation and aerospace university educating more than 30000 students across residential campuses in Daytona Beach Florida and Prescott Arizona as well as through a global network of Worldwide locations and online programs. With more than 165000 alumni around the world our impact reaches every corner of the aerospace aviation defense and technology industries.

Today our faculty researchers and professional staff are advancing innovation across aviation space artificial intelligence cybersecurity autonomous systems and next-generation engineering. Working alongside industry leaders government agencies and innovators they are solving real-world challenges and shaping the technologies that will define tomorrow.

Whether you are an educator researcher administrator technologist or industry professional your work at Embry-Riddle will contribute to something bigger than a job. Join a community driven by discovery purpose and excellenceand help shape the future of aerospace.

• Generous Time Off: Enjoy up to 18 days of paid leave in your first year including 3 days granted upon hire and 15 days accrued throughout the year. Youll also receive 9 paid holidays including the day after Thanksgiving and the week between Christmas Eve and New Years Day.
• Tuition Coverage: Get 100% tuition coverage for yourself for one undergraduate and one graduate degree and discounted rates for your spouse and dependent children up to age 26.
• Retirement Contributions: ERAU contributes 6% of your base salary to your retirement plan and offers a 4% matching contribution with no vesting period.
• Personal Leave: Relax with 15 days of personal leave for non-exempt employees or 18 days for exempt full-time employees in your first year.

Compensation

The hourly range for this role is up to $22.55. The final offer will be based on the candidates skills qualifications and experience as well as applicable state regulations internal equity and business needs and may fall outside of the stated range.

Qualifications

Preferred Qualifications

• Bachelors degree.

• One to three years of administrative event planning office management or related experience.

• Experience supporting executives boards leadership teams or high-profile events is preferred.

• Higher education experience is a plus.

Additional Information

• Occasional work outside regular business hours will be required to support major events including commencement activities and Board meetings. Overtime opportunities are typically available in conjunction with these events.

• Must be eligible and willing to become an authorized campus vehicle driver.

This position is ideal for someone who enjoys bringing people together managing meaningful projects from start to finish and serving as a trusted administrative partner in a professional mission-driven environment. Based on the position description and supplemental requirements provided.

To submit your application for this opportunity please visit the Embry-Riddle Career Site and search for requisition number R312306. Please attach all relevant materials to your application when you apply online. Complete submissions include:

• Cover letter
• Resume
• Contact information for at least three professional references (please note that references may be contacted as part of the interview/screening process)

Current Embry-Riddle employees: Please apply directly through the ERAU Employee Hub Central application within Workday.

Embry-Riddle is committed to fostering a workplace where all individuals are valued and respected. We strive to ensure that all faculty staff and students are treated fairly and provided equal opportunities for employment advancement compensation training and other benefits of employment. Embry-Riddle makes employment decisions including hiring promotions compensation and other terms of employment based on individual merit qualifications and abilities. Embry-Riddle is strongly opposed to discrimination and harassment and such behavior is prohibited by university policy. Embry-Riddle does not discriminate on the basis of race color national origin sex disability veteran status predisposing genetic characteristics age religion or pregnancy status or any other status protected by federal state or local law in its employment educational programs admissions policies financial aid or other school-administered programs or activities. For further information please visit our website.

Embry-Riddle does not accept unsolicited assistance from staffing or recruitment agencies. Agencies interested in partnering with the University should contact and should not contact hiring managers or other University employees directly. To preserve the integrity and authenticity of our hiring process candidates are expected to participate without AI-assisted coaching real-time response generation or recording during interviews or assessments. Embry-Riddle does not use AI to automatically screen rank or select candidates.

Required Experience:

IC