Job Description
Job Description
Job Summary
The Administrative Assistant provides day-to-day administrative support to the Executive Director and campus team. The role involves managing calendars, taking meeting notes, coordinating follow-up tasks, maintaining Excel reports, generating basic system reports, and organizing records. The position requires strong organizational skills, attention to detail, clear communication, and the ability to manage multiple responsibilities in a fast-paced environment. Key Responsibilities
* Attend meetings, take accurate notes, and prepare follow-up summaries for relevant departments.
* Track action items and coordinate follow-up to ensure tasks are completed.
* Manage the Executive Director's calendar and support project timeline tracking.
* Update and organize the task management system.
* Maintain daily Excel reports related to applications, finance, objectives and key results (OKRs), and marketing.
* Generate basic reports using CRM and form-management systems.
* Identify and report data inconsistencies or delays.
* Assist with routine campus administrative tasks.
* Communicate with departments to gather information and confirm follow-up items.
* Maintain organized files, records, and administrative documentation.
Required Qualifications
* Bachelor's degree or equivalent experience.
* Strong organizational skills, reliability, and willingness to learn.
* Proficiency in Office 365, particularly Excel, Word, and Outlook.
* Ability to learn new databases and software systems.
* Strong attention to detail and clear communication skills.
* Ability to manage multiple tasks, prioritize responsibilities, and follow through on assignments.
* Comfort working in a fast-paced environment and openness to feedback.
Preferred Qualifications
* Experience in higher education.
* Experience with HubSpot, Jotform, Populi, or student information systems.
* Experience managing executive calendars, preparing meeting notes, and tracking follow-up actions.
* Familiarity with Excel lookups, pivot tables, and reporting.
Job Description
Job Summary
The Administrative Assistant provides day-to-day administrative support to the Executive Director and campus team. The role involves managing calendars, taking meeting notes, coordinating follow-up tasks, maintaining Excel reports, generating basic system reports, and organizing records. The position requires strong organizational skills, attention to detail, clear communication, and the ability to manage multiple responsibilities in a fast-paced environment. Key Responsibilities
* Attend meetings, take accurate notes, and prepare follow-up summaries for relevant departments.
* Track action items and coordinate follow-up to ensure tasks are completed.
* Manage the Executive Director's calendar and support project timeline tracking.
* Update and organize the task management system.
* Maintain daily Excel reports related to applications, finance, objectives and key results (OKRs), and marketing.
* Generate basic reports using CRM and form-management systems.
* Identify and report data inconsistencies or delays.
* Assist with routine campus administrative tasks.
* Communicate with departments to gather information and confirm follow-up items.
* Maintain organized files, records, and administrative documentation.
Required Qualifications
* Bachelor's degree or equivalent experience.
* Strong organizational skills, reliability, and willingness to learn.
* Proficiency in Office 365, particularly Excel, Word, and Outlook.
* Ability to learn new databases and software systems.
* Strong attention to detail and clear communication skills.
* Ability to manage multiple tasks, prioritize responsibilities, and follow through on assignments.
* Comfort working in a fast-paced environment and openness to feedback.
Preferred Qualifications
* Experience in higher education.
* Experience with HubSpot, Jotform, Populi, or student information systems.
* Experience managing executive calendars, preparing meeting notes, and tracking follow-up actions.
* Familiarity with Excel lookups, pivot tables, and reporting.
Executive Administrative Assistant in san jose at Unknown Company
- Typical pay
- $44,860–$71,112
For context, most administrative assistants earn between $44,860–$71,112 a year according to Bureau of Labor Statistics wage data. What this particular role pays is set by the employer — check the description above.
This position is listed as full time and onsite.