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Beacon Hill has partnered with a higher education institution in Indianapolis in hiring an Administrative Assistant to start immediately! This role handles a high-volume of calendar management and requires a high attention to detail with a sense of urgency.
Responsibilities:
- Provide high-level administrative support to multiple faculty members within a university department, ensuring seamless daily operations
- Manage complex, high-volume calendars across several stakeholders, including coordinating meetings, classes, research activities, and committee schedules
- Prioritize and resolve scheduling conflicts, shifting priorities, and last-minute changes with professionalism and discretion
- Coordinate logistics for meetings, including room reservations, virtual meeting links, materials preparation, and detailed calendar confirmations
- Serve as a primary point of contact for faculty, students, and external partners, maintaining strong communication and responsiveness
- Support academic and departmental initiatives by tracking deadlines, maintaining schedules, and ensuring timely follow-through on key deliverables
- Assist with travel coordination, including booking flights, hotels, and itineraries for conferences and speaking engagements
- Prepare and edit correspondence, meeting agendas, and basic reports on behalf of faculty members
- Maintain organized electronic files, schedules, and documentation for easy access and reference
- Handle confidential information with discretion and professionalism
- Provide general administrative support such as expense reporting, data entry, and project coordination as needed
Requirements:
- 3+ years of administrative experience supporting multiple stakeholders, preferably in higher education or a professional services environment
- Proven experience managing complex, high-volume scheduling and calendars across multiple individuals
- Strong organizational skills with the ability to prioritize competing requests and adapt to changing needs
- Exceptional attention to detail and follow-through
- Strong written and verbal communication skills with a professional, approachable demeanor
- Proficiency in Microsoft Office (Outlook, Word, Excel) and calendar management tools
- Ability to work independently while maintaining strong collaboration with a broader team
- High level of discretion when handling sensitive or confidential information
- Experience supporting faculty, executives, or senior leadership is preferred
- Associate’s or Bachelor’s degree preferred
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