Senior Administrative Assistant — Executive Support & Events

Penn State University; United States; Hybrid; USD 45,000 - 65,000; Full time

Job summary

Penn State University in the United States is seeking an Administrative Assistant – Senior Support for the Fox Graduate School to provide executive and office support, greet visitors, coordinate calendars and travel, and handle financial processing and special events. The role supports the Dean and other leaders, ensuring a welcoming, confidential, and efficient office environment with strong customer service and collaboration across units.

Core hours are 8:00 a.m.

Qualifications

• Associate Degree
• 4+ years of relevant experience; or an equivalent combination of education and experience accepted
• Required Certifications: None

Responsibilities

• Plan, organize, and coordinate daily office activities and administrative processes.
• Greet visitors, provide helpful information, and direct inquiries to the appropriate resource.
• Coordinate calendars, meetings, and travel arrangements for the Dean, Associate Deans, and other staff members.
• Manage scheduling and logistics, prepare materials and agendas, take minutes, and arrange reception setup when needed.
• Compose, review, and distribute professional internal and external communications.
• Collect, organize, research, and analyze information and data for reports, presentations, summaries, contracts, and proposals.
• Monitor and process financial transactions, track expenditures, and maintain accurate records.
• Serve as a first point of contact for student inquiries and collaborate with other units to support compliance with University policies and procedures.
• Create and maintain files, databases, and spreadsheets, including confidential records related to student cases.
• Perform non-routine and confidential administrative duties and authorized proxy responsibilities.
• Reserve spaces, develop itineraries, prepare materials, coordinate work across teams, and serve as a point of contact for vendors.
• Work closely with the Events Coordinator and assist with events such as Commencement, the Graduate Exhibition, welcome events, and other signature programs.
• Interview, train, or mentor support staff as needed; maintain inventory; order supplies; coordinate equipment maintenance; and process facilities work orders.
• Some Fox Graduate School events require work outside normal business hours. Event responsibilities include Commencement, the Graduate Exhibition, welcome events, and other graduate programs.

Skills

Interpersonal skills

Organizational skills

Customer service

Time management

Communication

Self-motivation

Education

Associate Degree

Tools

Microsoft Office

Calendaring tools

Job description

Penn State University in the United States is seeking an Administrative Assistant – Senior Support for the Fox Graduate School to provide executive and office support, greet visitors, coordinate calendars and travel, and handle financial processing and special events. The role supports the Dean and other leaders, ensuring a welcoming, confidential, and efficient office environment with strong customer service and collaboration across units.

Core hours are 8:00 a.m.