Senior Administrative Assistant

The University of Alabama in Huntsville; Huntsville (AL); On-site; USD 50,000 - 70,000; Full time

Job summary

A leading university is seeking a Senior Administrative Assistant to provide professional support to the Office of Financial Affairs and the Budget Office. This role requires excellent communication skills, advanced proficiency in Microsoft Office, and experience managing complex scheduling for executive leaders. Successful candidates will be detail-oriented and capable of coordinating critical initiatives, contributing significantly to a university-wide ERP implementation.

Qualifications

• At least 5 years of full-time professional experience supporting executive-level leaders.
• Proficiency with Microsoft Office Suite and digital calendaring.
• Strong initiative and ability to work independently.

Responsibilities

• Manage day-to-day operations for the Office of Financial Affairs.
• Prepare and coordinate correspondence and policy documents.
• Support internal communication and manage calendars for executives.

Skills

Written communication

Verbal communication

Proactivity

Organization

Time management

Education

Bachelor’s degree

Tools

Microsoft Office Suite

Job description

Job Summary:

The University of Alabama in Huntsville (UAH) is seeking a highly skilled and proactive Senior Administrative Assistant to provide professional-level support to both the Office of Financial Affairs and the Budget Office. This role also offers key support to the Senior Project Manager for Change & Innovation, contributing to a major university-wide ERP implementation.

This position plays a critical role in coordinating administrative operations, supporting executive leaders, and helping ensure high-priority initiatives move forward smoothly. Success in this role means using sound judgment, discretion, and initiative to manage complex tasks and provide seamless support across multiple stakeholders and functions. The ideal candidate will be detail-oriented, tech-savvy, and highly organized, with the ability to manage multiple priorities in a fast-paced environment.

Responsibilities:

• Manage day-to-day operations for the Office of Financial Affairs, including scheduling, prioritizing projects, and managing office procedures.
• Serve as a liaison for the CFO with internal departments and external stakeholders, including high-level public officials.
• Prepare and coordinate correspondence, internal memoranda, policy documents, and Board of Trustees agenda items.
• Manage communications and responses on behalf of the CFO, including correspondence with the UA System Office and auditors.
• Monitor and reconcile departmental expenses, manage P-Card transactions, and process accounts payable.
• Coordinate logistics for meetings, events, and presentations, including room setup, refreshments, and A/V technology.
• Schedule and coordinate appointments and travel for the CFO, Senior Project Manager, and Budget Office leaders.
• Organize and maintain digital and physical records, confidential files, and office inventories.

• Support for ERP Implementation and Change Management:
• Maintain a task dashboard to track follow-ups, decisions, and project milestones.
• Conduct light research to support project planning (e.g., peer benchmarks, vendor basics).
• Create and organize project folders, templates, and digital workflows.
• Assist with meeting materials, presentation decks, and stakeholder briefings.
• Manage calendars strategically to support focused work and stakeholder engagement.
• Track stakeholder interactions and meeting outcomes.
• Maintain version control of key project documents (e.g., stakeholder maps, communication plans).
• Summarize meeting notes and brainstorming sessions into structured takeaways.
• Coordinate logistics for workshops and change-related sessions.
• Support internal communication by reinforcing change messages and key priorities.
• Schedule check-ins and track participation metrics for change networks.

Minimum Qualifications:

• Bachelor’s degree or equivalent combination of education and experience.
• At least 5 years of full-time professional experience, including support for executive-level leaders.
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), digital calendaring, and file management systems.
• Excellent written and verbal communication skills.
• Proven ability to manage multiple priorities and complex scheduling requirements.
• Strong initiative and ability to work independently with minimal supervision.

Desired Qualifications:

• Experience in a higher education environment.
• Experience supporting multiple executives or administrators simultaneously.
• Ability to create polished slide decks, formatted documents, and visual presentation aids.
• Experience supporting planning or logistics for workshops, trainings, or strategic sessions.
• Ability to remain flexible and effective in a dynamic, fast-paced setting.