Executive Administrative Assistant - Corporate Engagement

The Pennsylvania State University; State College (Centre County); On-site; USD 41,000 - 65,000; Full time

Benefits offered by this job

75% tuition discount

Benefits package

Job summary

The Pennsylvania State University is seeking an Administrative Assistant to support the Corporate Engagement Center within the Division of External Affairs. This role coordinates complex schedules, travel, and communications across Penn State, ensuring a responsive experience for leaders and partners.

Key responsibilities include calendar management, meeting logistics, and preparation of reports and materials.

Qualifications

• Proven ability to manage calendars, travel, meetings and expenses for senior-level professionals.
• Strong organizational skills and attention to detail to handle multiple priorities.
• Excellent interpersonal, customer service, verbal and written communication.
• Ability to work independently with sound judgment and escalate when needed.
• Professionalism and discretion with senior leaders and sensitive information.
• Experience with standard administrative procedures and new technology.
• Proactive, service-oriented approach supporting individuals and teams.

Responsibilities

• Provide administrative support to CEC leadership and team, including complex calendar management, meeting scheduling, travel arrangements, and expense reconciliation.
• Coordinate meetings by managing scheduling, agendas, materials, room and technology needs, notes, and follow-up documentation.
• Support corporate visits, meetings, and events through scheduling, reservations, materials preparation, attendee coordination, and other administrative logistics.
• Prepare, format, organize, and maintain correspondence, presentations, reports, records, and other documents for leadership and team use.
• Monitor the Center's central email account and other incoming inquiries, respond or route requests appropriately, and greet and assist visitors.
• Maintain shared calendars, contact information, records, and routine information in University systems and databases.
• Coordinate routine financial and administrative transactions and maintain supporting documentation in accordance with University procedures.
• Manage office operations, including supplies, equipment and facility requests, fleet vehicle reservations, shared spaces, and other logistical needs.
• Support employee onboarding and other personnel-related administrative processes and provide backup administrative coverage as needed.
• Perform other duties consistent with the administrative and operational needs of the Center.

Skills

Calendar management

Meeting scheduling

Travel arrangements

Expense reconciliation

Communication skills

Customer service

Discretion with sensitive information

Problem solving

Education

Associate degree

GED or HS plus 2+ years experience

Tools

Microsoft 365 (Outlook, Teams, Word, Excel, PowerPoint, SharePoint)

CRM systems (Salesforce, Advance)

SAP Concur

Job description

The Pennsylvania State University is seeking an Administrative Assistant to support the Corporate Engagement Center within the Division of External Affairs. This role coordinates complex schedules, travel, and communications across Penn State, ensuring a responsive experience for leaders and partners.

Key responsibilities include calendar management, meeting logistics, and preparation of reports and materials.