Senior Administrative Assistant

Senior Administrative Assistant

The Senior Administrative Assistant serves as a key operational partner to the Office of Event Strategy & Management, providing high-level administrative, project management, and operational support to advance departmental priorities and strategic initiatives. This role supports the Associate Vice President of Event Strategy and Management by coordinating executive workflows, managing schedules, facilitating communication with internal and external stakeholders, and ensuring effective execution of departmental activities. The position oversees administrative operations, manages event scheduling through the institution's space management platform, supports procurement and financial processes, coordinates vendor and campus partner activities, and contributes to the development and maintenance of policies, procedures, and operational practices. The Senior Administrative Assistant leverages technology and project management tools to improve workflow visibility, maintain accountability, and support efficient service delivery across the department. In collaboration with the Event Strategy & Management team, this role contributes to event planning and execution through logistical coordination, event readiness support, volunteer and stakeholder coordination, and post-event follow-up and evaluation. The successful candidate is a proactive, solutions-oriented professional with strong organizational skills, sound judgment, attention to detail, and the ability to manage multiple priorities in a dynamic environment while upholding a high standard of professionalism, customer service, and operational excellence.

Essential Duties and Responsibilities: Serves as the primary administrative and operational partner to the Associate Vice President of Event Strategy and Management, providing executive support, coordinating priorities, and ensuring alignment of departmental initiatives and daily operations. Collaborates with senior leadership within the Office of Event Strategy and Management to review operational priorities, address administrative matters, and support effective decision-making. Administers the CourseDog event management platform, maintaining accurate event scheduling information, supporting system processes, monitoring data integrity, and assisting with user support and platform enhancements. Oversees executive scheduling and workflow coordination by managing calendars, meetings, project timelines, and deadlines. Ensures meetings are proactively scheduled, required materials are prepared, and action items, owners, and deadlines are documented within the department's project management platform to promote accountability and execution. Manages and prioritizes departmental communications, including email, telephone, correspondence, and stakeholder inquiries, ensuring professional responses, appropriate routing, and timely follow-through with internal and external partners. Develops meeting agendas, presentations, reports, and summaries that capture key decisions, outcomes, and follow-up actions to support communication, continuity, and organizational alignment. Coordinates departmental planning activities, including team retreats, strategic planning sessions, operational reviews, and process discussions to strengthen collaboration and ensure departmental tools, systems, procedures, and policies remain current, effective, and aligned with institutional priorities. Supports the development and execution of event strategies by providing operational recommendations, logistical insights, and process improvement opportunities that enhance event delivery and stakeholder experiences. Coordinates campus event operations by managing logistical requirements, assisting with event preparation and execution, and providing onsite support as needed, including occasional evening and weekend commitments. Supports event preparation activities, including setup, breakdown, event materials preparation, and operational tasks required for successful event execution. Manages internal and external campus space requests, ensuring appropriate scheduling, approvals, coordination, and communication among stakeholders. Coordinates logistics for inter-divisional communications, meetings, events, and collaborative initiatives to support seamless execution across campus partners. Oversees departmental administrative operations, including requisitions, purchase orders, invoices, deliveries, vendor communications, documentation management, and payment follow-up in accordance with institutional requirements. Supports financial administration by tracking event-related expenses, maintaining budget documentation, monitoring sponsorship accounts, and managing in-kind contributions to support accurate reporting and responsible stewardship of resources. Maintains departmental records, operational documentation, and the Office of Event Strategy & Management Procedures Manual, ensuring information remains accurate, accessible, and reflective of current practices and best practices. Monitors compliance with Spelman College policies, procedures, safety protocols, and operational standards, escalating concerns and supporting resolution when appropriate. Coordinates with STS and technology partners to troubleshoot and resolve technical issues related to office equipment, software applications, and event technology systems to ensure reliable departmental operations. Manages office resources, including supply inventory, equipment needs, and administrative materials, proactively coordinating procurement and replenishment to maintain operational continuity. Maintains a professional, organized, and welcoming office environment that reflects the standards of the Office of Event Strategy & Management and supports positive experiences for visitors, campus partners, and guests. Supports team operations through onboarding coordination, resource preparation, employee leave tracking, attendance management, and schedule adjustments while maintaining accurate records, confidentiality, and compliance with institutional policies. Collaborates with campus partners to coordinate volunteer management activities and event-related training initiatives, including the development of training materials, onboarding resources, and operational guidance to ensure volunteers, staff, and event partners are prepared to effectively support successful event execution. Facilitates training on event procedures, systems, tools, and best practices. Coordinates professional development opportunities, including conferences, training programs, professional memberships, industry resources, and subscriptions that support individual growth and departmental effectiveness. Maintains awareness of departmental schedules, key in-office commitments, meetings, and operational activities to ensure timely communication and alignment across the team. Identifies and coordinates locations for site visits, meetings, and hosted engagements by evaluating logistical requirements, budget considerations, and operational needs to support successful experiences. Supports sponsorship activities by tracking agreements, funds, benefits, and in-kind contributions while maintaining accurate records and supporting partner relationships. Coordinates follow-up with departments regarding event décor and equipment to ensure items are returned, cleaned, and properly accounted for, including resolution of damaged or unreturned items and related invoicing. Provides operational insights and recommendations to improve workflows, enhance service delivery, strengthen event execution, and support continuous improvement initiatives. Performs other duties as assigned in support of the mission, strategic priorities, and operational objectives of the Office of Event Strategy and Management.

Required Qualifications: A bachelor's degree and a minimum of five years of experience in administrative support, event operations, or a related field are required. Experience supporting event scheduling, venue management, or event operations within a higher education or similarly complex environment is strongly preferred. The successful candidate will be a highly motivated professional with exceptional organizational, project coordination, and customer service skills. The ability to manage multiple priorities, meet deadlines, and perform in a dynamic, fast-paced environment is essential. The incumbent must demonstrate sound judgment, initiative, adaptability, and a proactive approach to identifying solutions and supporting operational excellence. This position requires the ability to establish and maintain productive working relationships with faculty, staff, students, vendors, and external partners. The successful candidate must provide exceptional customer service and coordinate activities across multiple stakeholders to support the successful planning and execution of campus events. The incumbent must demonstrate the ability to interpret and apply institutional policies, procedures, and vendor requirements while maintaining a strong understanding of administrative operations and event management practices. The incumbent must demonstrate proficiency in Microsoft Office Suite (Word, Excel, and PowerPoint), Banner, Etrieve, Monday.com, and CourseDog. The role requires the ability to prepare professional correspondence, develop presentations and communication materials, lead trainings, create reports, spreadsheets, forms, and other business documents while leveraging technology to support efficient administrative operations and departmental initiatives. Additional responsibilities include supporting budget administration and financial reconciliation, coordinating event logistics, maintaining accurate records and documentation, safeguarding confidential and sensitive information, and providing administrative support to departmental leadership. The incumbent is expected to contribute to process improvement initiatives, promote operational consistency, and support the strategic priorities and goals of the Office of Event Strategy and Management.