Administrative Assistant

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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

A1461982CHI_1780947699

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