Education Department Admin Assistant

Jobtailor; Flagstaff (AZ); On-site; USD 45,000 - 65,000; Full time

Job summary

Jobtailor in Flagstaff, AZ seeks an experienced Administrative Assistant to support senior management and Directors. You will manage calendars, coordinate meetings, prepare reports, and handle confidential communications with discretion.

The role requires strong Microsoft Office skills, calendar management, meeting coordination, and the ability to multitask across multiple departments while maintaining high confidentiality and process quality.

Qualifications

• High school diploma or GED required; bachelor's degree preferred.
• Minimum four years in administrative or executive support and two years in customer relations.
• Excellent oral and written communication, time management, and attention to detail.

Responsibilities

• Manage administrative requests, high-level assignments, and queries from senior managers and Directors.
• Organize, schedule, and manage Directors' calendars and administrative workflows.
• Plan and facilitate meetings, including Committee, Director, and senior management meetings.
• Take attendance, notes, and meeting minutes and distribute them as requested.
• Prepare reports and spreadsheets, maintain databases, and ensure workflow and approvals.
• Write and distribute emails, correspondence, letters, forms, and other documents on behalf of senior management and Directors.
• Maintain calendars, office policies and procedures, filing systems, and office supplies.
• Book travel arrangements and prepare, reconcile, and submit expense reports.
• Liaise with executive assistants and senior administrative assistants to handle senior management requests and queries.
• Maintain rapport with senior management, Directors, customers, managers, and employees.
• Set and manage department priorities and workflow.
• Provide confidential administrative support and communicate potential problems.

Skills

Communication

Organization

Time management

Attention to detail

Multitasking

Problem solving

Customer relations

Education

High School Diploma or GED

Bachelor's Degree Preferred

Tools

Microsoft Office

Excel

PowerPoint

Teams

Zoom

Kronos

Lawson

Oracle

Halogen

Midas

Business Objects

Job description

• Manage administrative requests, high-level assignments, and queries from senior managers and Directors
• Organize, schedule, and manage Directors' calendars and administrative workflows
• Plan and facilitate meetings, including Committee, Director, and senior management meetings
• Take attendance, notes, and meeting minutes and distribute them as requested
• Prepare reports and spreadsheets, maintain databases, and ensure workflow and approvals
• Write and distribute emails, correspondence, letters, forms, and other documents on behalf of senior management and Directors
• Maintain calendars, office policies and procedures, filing systems, and office supplies
• Book travel arrangements and prepare, reconcile, and submit expense reports
• Liaise with executive assistants and senior administrative assistants to handle senior management requests and queries
• Maintain rapport with senior management, Directors, customers, managers, and employees
• Set and manage department priorities and workflow
• Provide confidential administrative support and communicate potential problems
• Maintain procedures for administrative assistant and office duties, charging, time edits, material management, and quality manuals
• Provide backup coverage for support staff and complete special projects
• Document and communicate needed actions, discover irregularities, and determine continuing needs
• Inventory, reorder, secure, and distribute department equipment, supplies, forms, and floor stock
• Respond to queries and prepare departmental communications and distribution lists
• Answer multiline telephones and operate/troubleshoot office equipment and computer ordering systems
• Sort, open, and distribute mail and communications
• Report safety incidents through the Midas/RDE tool and attend safety training
• Complete mandatory training and comply with applicable company policies

Requirements

• High School Diploma or GED required
• Bachelor's Degree strongly preferred
• Minimum four (4) years administrative assistant, executive assistant, department secretary or office coordinator experience required
• Minimum two (2) years of customer relations experience required
• Excellent oral and written communication skills
• Excellent time management skills
• Ability to work independently, manage agencies, and prioritize work
• Attention to detail and problem-solving skills
• Strong organizational skills and ability to multitask
• High proficiency in Microsoft Office products, including calendar management, meeting arrangement, and conducting meetings via Teams and Zoom
• High proficiency in Excel and PowerPoint
• Previous experience with Kronos, Lawson, Oracle, Halogen, Midas, and Business Objects preferred
• Understanding of computers and competence in using computers and basic software programs
• Must complete company mandatory modules and required job‑specific training within the specified timeframe
• Must comply with company policies and maintain confidentiality of department, patient, and employee matters

Core Competencies

Demonstrates strong organizational and time management skills while providing high-level administrative support to senior management. Proficient in Microsoft Office, including Excel and PowerPoint, with a focus on maintaining confidentiality and managing workflows effectively.

Highest-signal resume keywords

• Administrative Support
• Calendar Management
• Customer Relations
• Microsoft Office Proficiency
• Meeting Coordination

Hard Skills

• Administrative Assistant Experience
• Customer Relations Experience
• Report Preparation
• Database Maintenance
• Expense Reporting
• Meeting Minutes Documentation
• Office Procedures Management
• Travel Arrangement
• Multiline Telephone Operation
• Problem‑Solving Skills

Soft Skills

• Excellent Communication Skills
• Attention to Detail
• Time Management
• Organizational Skills
• Ability to Multitask

Certifications & Qualifications

• High School Diploma or GED
• Bachelor's Degree Preferred

Industry Keywords

• Administrative Workflows
• Confidentiality
• Office Supplies Management
• Safety Training
• Company Policies Compliance

Tools & Technologies

• Microsoft Excel
• Microsoft PowerPoint
• Microsoft Teams
• Microsoft Zoom
• Kronos
• Lawson
• Oracle
• Halogen
• Midas
• Business Objects