Office & Executive Assistant

Schiller International University; Tampa (FL); On-site; USD 42,000 - 62,000; Full time

Job summary

Schiller International University seeks an Office & Executive Assistant to serve as the first point of contact for students, visitors, faculty, staff, and external stakeholders. You will provide high-level administrative support to the Campus Director and ensure smooth daily operations of the campus reception area.

The role involves coordinating meetings, managing executive calendars, supporting campus administration, and enhancing the student and stakeholder experience in a dynamic university

Qualifications

• Bachelor's degree in business or related field.
• Minimum of 3 years of administrative support or executive support experience.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite, Microsoft Teams, and Outlook.
• Ability to maintain confidentiality and exercise sound judgment.
• Demonstrated customer service skills and professional demeanor.

Responsibilities

• Serve as the primary point of contact for campus visitors and inquiries.
• Manage executive calendars, meetings, and travel arrangements.
• Provide administrative support to campus leadership and staff.
• Coordinate campus events, meetings, and special projects.
• Assist with admissions, student inquiries, and campus communications.
• Maintain organized electronic and physical records and documentation.
• Support vendor coordination and campus reporting as requested.

Skills

Organizational skills

Time-management

Communication skills

MS Office

Attention to detail

Confidentiality

Customer service

Education

Bachelor's degree in Business Administration, Communications, Education, or related field

Tools

CRM systems

Student information systems

Project management tools

Job description

Your mission

The Office & Executive Assistant serves as the primary point of contact for students, visitors, faculty, staff, and external stakeholders while providing high-level administrative and executive support to the Campus Director. The positionis responsible forensuring the efficient daily operation of the campus reception area, supporting campus administration, coordinating meetings and events, managing executive calendars and communications, and promoting an exceptional student and stakeholder experience.
The successful candidate will be highly organized, professional, proactive, customer-service oriented, and capable of handling multiple priorities in a dynamic international university environment.

Tasks and Responsabilities

Reception & Campus Front Desk Operations

• Serve as the first point of contact for campus visitors, students, faculty, and external guests.


• Answer, screen, and direct incoming calls, emails, and inquiries professionally and efficiently.


• Manage reception operations andmaintaina welcoming, organized, and professional campus environment.


• Receive, sort, distribute, and coordinate incoming and outgoing mail, packages, and deliveries.


• Provide general informationregardinguniversity programs, services, campus procedures, and community resources.


• Monitor reception andcommon areasto ensure cleanliness, organization, and readiness for visitors and events.

Executive Support to the President USA

• Manage thePresident USAr's calendar, appointments, meetings, and travel arrangements.


• Coordinate meeting schedules andlogisticsfor campus leadership and visiting executives.


• Prepare agendas, presentations, reports, correspondence, and supporting documentation.


• Take meeting notes and distribute meeting minutesand action items.


• Track progress of campus initiatives and follow-up assignments to supporttimelycompletion.


• Exercise discretion andmaintainconfidentialityregardingsensitive university information and business matters.

Administrative Support

• Provide administrative support to campus leadership, faculty, and staff.


• Maintain organized electronic and physical records, files, and documentation.


• Assistwith purchasing requests, vendor coordination, invoices, administrative forms, and office supply needs.


• Support compliance documentation and campus reporting as requested.


• Coordinate campus inventory andassistwith operational documentation.

Student & Admissions Support

• Provide initial information to prospective students and direct inquiries to theappropriate department.


• Support Admissions with lead follow-up activities, appointment scheduling, and outreach communications.


• Assiststudents with general administrative questions and connect them with theappropriatestudentforservices, admissions, academic, orfinancecontact.


• Support student onboarding, orientation activities, and campus service initiatives.

Event & Meeting Coordination

• Coordinate campus events, open houses, graduation ceremonies, orientations, staff meetings, andspecial events.


• Manage eventlogistics, including room reservations, catering coordination, materials, guest support, and visitor coordination.


• Support executive visits and university leadership meetings.


• Ensure smooth execution of campus events and activities.

Facilities & Operations Support

• Coordinate maintenance requests and communicate facility-related issues with building management and vendors.


• Assistwith classroom readiness and daily campus operational needs.


• Support technology issue triage and escalation to theappropriate ITteam or support channel.


• Monitor campus operational concerns and communicate issues promptly to the Campus Director orappropriate department.

Communication & Stakeholder Relations

• Maintain positive and professional relationships with students, faculty, staff, community partners, and external stakeholders.


• Draft, edit, and distribute communications on behalf of campus leadership as requested.


• Represent the University professionally in all interactions.


• Promote a culture of service excellence, collaboration, and accountability.

Special Projects

• Assistwith local and global university initiatives and special projects.


• Conduct research, collect information, and prepare summaries or reports as requested.


• Support process improvement initiatives and campus strategicobjectives.

Your Profile

Required Qualifications

• Bachelor's degree in Business Administration, Communications, Education, ora relatedfield.


• Minimum of 3 years of experience in administrative support, office management, executive support, reception, or customer service.


• Strong organizational and time-management skills with the ability to manage multiple priorities.


• Excellent written and verbal communication skills.


• Proficiencyin Microsoft Office Suite, Microsoft Teams, Outlook, and related business applications.


• Strong attention to detail and ability to follow through on assignments.


• Ability tomaintainconfidentiality and exercise sound judgment.


• Demonstrated customer service skills and professional demeanor.

Preferred Qualifications

• Experience working in higher education or an international environment.


• Experience supporting senior leadership or executives.


• Event planning and project coordination experience.


• Experience with CRM, student information systems, or similar administrative platforms.

Languages

• Fluent English, written and verbal,required.


• Spanishproficiencypreferred.


• Additionallanguages are a plus.
  

Key Competencies

• Communication, Connection, and Service


• Global Mindset


• Achieving Results


• Driving Innovation and Managing Change


• Learning and Development


• Accountability


• Professionalism


• Collaboration


• Student-Centered Focus


• Initiative and Problem Solving