Senior Administrative Assistant

Spelman College; Atlanta (GA); Hybrid; USD 50,000 - 65,000; Full time

Job summary

Spelman College seeks a Senior Administrative Assistant to support the Event Operations team. This role involves managing office operations and event logistics, ensuring effective communication between stakeholders. Candidates should have strong organizational abilities, a commitment to customer service, and a dynamic, results-driven attitude.

Qualifications

• Minimum of five years of directly related experience required.
• Strong proficiency in Microsoft Office Suite is essential.
• Experience with event management and operations is key.

Responsibilities

• Manages event scheduling and logistics with 25Live.
• Coordinates interdepartmental activities and communication.
• Provides administrative support to the Assistant Vice President.

Skills

Organizational Skills

Customer Service

Attention to Detail

Communication

Education

High School Diploma

Bachelor's Degree (Preferred)

Tools

25Live

Microsoft Office Suite

Job description

Position Title:

Senior Administrative Assistant

Position Summary:

The Senior Administrative Assistant will collaborate closely with the Event Operations team to drive the achievement of departmental objectives through effective office and event management. This role provides high-level administrative and project management support to the Assistant Vice President of Event Strategy and Management. Key responsibilities include overseeing office operations, managing event scheduling through 25Live, coordinating interdepartmental activities, supporting the development and implementation of policies and procedures, and processing invoices and purchase orders for events. The position also manages and optimizes the Assistant Vice President’s schedule, facilitates communication between internal and external stakeholders, and ensures efficient office procedures. Additionally, the Senior Administrative Assistant will contribute to event logistics, vendor coordination, and post-event evaluations. The role requires proactive problem-solving, strong attention to detail, and the ability to prioritize multiple tasks in a fast-paced, dynamic environment while maintaining a high standard of professionalism and customer service. This position plays a critical role in ensuring the seamless execution of routine operations and special event initiatives.

Essential Duties and Responsibilities :

• Collects, organizes, and prioritizes all forms of communication including telephone, mail, electronic, and in person interactions, providing timely and appropriate responses.
• Serves as the primary liaison for communications between the Assistant Vice President of Event Strategy and Management and key internal and external stakeholders.
• Acts as the support administrator for the event scheduling software 25Live/SPELCAL, maintaining system functionality and up-to-date data.
• Collaborates closely with senior leadership within the Event Operations department to review and address all matters related to office operations in a timely and efficient manner.
• Coordinates the logistics for inter-divisional communications, meetings, events, and planning efforts to facilitate seamless execution.
• Takes detailed minutes and prepares agendas for meetings, capturing key discussion points and follow through actions.
• Manages and monitors office supply inventory, proactively ordering and restocking materials as needed to maintain smooth operations and avoid any disruption to departmental activities.
• Utilizes project management and time management software to coordinate senior leadership’s calendars, itineraries, meetings, projects, and deadlines.
• Manages sponsorship accounts, funds, and in-kind donations, tracking and reporting all related activities.
• Assists with event preparation, including tasks such as bag stuffing, along with event set-up and breakdown as needed.
• Updates and maintains the Office of Event Operations Procedures Manual, reflecting current processes and best practices.
• Monitors and supports adherence to Spelman College policies, procedures, and safety protocols, escalating issues as necessary.
• Identifies opportunities for professional development, including conferences, training, and renewals for professional dues and subscriptions to industry journals.
• Handles administrative matters such as requisitions, check requests, deliveries, and event scheduling, with follow-up as needed.
• Meets regularly with the Assistant Vice President of the department to provide updates on tasks, review ongoing responsibilities, and prioritize event-related duties.
• Provides on-site event support as needed, including evenings and weekends, addressing issues as they arise.
• Supports budget tracking for events, adhering to financial guidelines and reporting requirements.
• Manages procurement processes for the department, ensuring that payments are made on time and open purchase orders are closed within 30 days of payment receipt while following up with vendors to confirm payment receipt.
• Assists in the development and execution of event strategies, offering recommendations based on operational insights and logistical experience.
• Handles administrative tasks to allow senior leadership and the team to focus on high-priority strategic objectives.
• Provides general administrative support to the Event Operations department, maintaining consistency and continuity across departmental functions.
• Manages internal and external campus space requests, coordinating proper scheduling and logistics.
• Maintains the office’s appearance for guest visits, always presenting a welcoming and professional environment.
• Communicates key in-office times to the team, ensuring they are aware of scheduled events, meetings, or other necessary office commitments provided by AVP, Event Strategy and Management.
• Follows up with departments that requested event décor to confirm that all items are cleaned, and returned, and invoices are submitted for any damaged or unreturned items.
• Sources and identifies appropriate locations for site visits, meetings, and lunch events, considering logistics, budget, and requirements to ensure a seamless experience for all involved.
• Assists with the onboarding process for new team members, providing necessary training and resources to ensure a smooth transition into the department.
• Coordinates and tracks employee leave, attendance, and schedule adjustments, maintaining accurate records and ensuring compliance with company policies.
• Collaborates with external partners or HR to facilitate department-wide training, workshops, and teambuilding activities.
• Coordinates with STS to resolve technical issues related to office equipment, software, and event systems, ensuring smooth operation for all department functions.

Required Qualifications:

A high school diploma and a minimum of five years of directly related experience are required.

The incumbent must be a highly self-motivated, results-driven professional capable of thriving in a dynamic, fast-paced, and customer service-focused environment, specifically within event management and operations. This role demands an individual who is exceptionally organized, detail-oriented, and skilled in creative event planning, with a proven track record of successful event execution. Outstanding communication and interpersonal skills are critical for effectively coordinating with multiple teams and stakeholders, ensuring seamless event delivery.Flexibility in handling unexpected changes, managing competing priorities, and quickly adapting to evolving event requirements is essential. The ideal candidate will have strong customer service skills and the ability to collaborate effectively with internal faculty, staff, students, teams, and external partners. Proactively anticipating needs, offering innovative solutions, and demonstrating initiative are key to success in this role. A commitment to excellence, professionalism, and the ability to positively represent Spelman College in all event-related interactions is required.The incumbent must be capable of reading, analyzing, and interpreting various college and vendor documents, maintaining familiarity with office procedures, and learning the event scheduling software, 25Live. In addition, the incumbent must possess intermediate proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and demonstrate administrative skills such as composing professional correspondence (memos, letters, emails), creating mail merges, developing flyers, and PowerPoint Presentations, and generating spreadsheets and forms.
Additional responsibilities will include assisting with budget tracking, coordinating event logistics, maintaining accurate records, and providing general administrative support to senior leadership within the Event Operations department. The candidate must also demonstrate the ability to maintain confidentiality, manage sensitive information with discretion, and support the overall department goals and objectives.

The availability to work evening and weekend hours as required for various events is a must.

Preferred Qualifications:

A bachelor’s degree and prior experience with event scheduling and/or event set-up are strongly preferred.

Certifications, Licenses, Restrictions :

None.

Physical Demands:

While performing the duties of this job, the employee is regularly required to: sit, talk, hear, walk, stand and use hands to operate computer and to handle or operate office equipment. Ability to stoop, kneel, lift, and carry event materials (up to 25- 50 lbs.) when required.

The employee is frequently required to: use hands and reach with hands and arms. The employee is occasionally required to: climb and crouch. Specific vision abilities required by this job include the ability to adjust focus.

Shift:

As needed

% Travel Required:

1% - 25%

Full Time/Part Time:

Full-time

Work Location/Schedule::

This position is eligible for a hybrid work arrangement.

FLSA:

Non-Exempt

Number of Vacancies:

1

Posting Number:

SC0794P

Posting Open Date:

06/09/2025

Open Until Filled:

Yes

EEO Statement:

Spelman College is an EEO/Minority/Female/Disabled/Veteran/Title IX Employer and we participate in E-Verify. We are a smoke-free campus.