Overview

The Administrative Specialist for the Office of the President & Academic Affairs provides professional administrative, operational, and event coordination support for the President's Office, Board of Trustees, and Academic Affairs. This highly visible role manages complex logistics, presidential travel, special events, office operations, and Hawthorne House activities while supporting key university initiatives. The successful candidate is organized, proactive, customer-focused, and able to handle sensitive information with professionalism, sound judgment, and discretion. Position Schedule: This is a 10-month ongoing appointment. The position will follow these schedules:: Last working day June 13, 2027: August 23, 2027 to June 18, 2028: August 21, 2028 to June 17, 2029Administrative Support 75%Provides advanced, confidential administrative support to the Executive Assistant to the President and Board of Trustees in all aspects of executive-level operations.Assists with the preparation of President's Cabinet materials, University Council materials, board materials, governance documents, agendas, and other sensitive documents.Oversees event logistics for Board of Trustees meetings, including room reservations, catering and dietary needs, coordination with campus partners, managing RSVPs, name tags, meeting setup, and related arrangements.Coordinates all aspects of the President's travel, including researching and booking flights, hotels, car rentals, and conference registrations; assisting the President's spouse with travel logistics; managing donated travel vouchers from the Independent Colleges of Washington; and processing expense reports and reimbursement requests.Maintains the university's historical presidential and governance records, including board materials, historical trustee files, and presidential correspondence.Maintains and updates current President's Office procedures and other operational manuals.Designs and implements a variety of forms for the board of trustees' events through Qualtrics survey software.Performs a range of administrative functions, including managing correspondence, processing confidential documents, opening and distributing mail, tracking records, and maintaining organized office files.Provides high-level executive support to the President and Board of Trustees in the absence of the Executive Assistant.Provides administrative and operational support for Academic Affairs, including managing invoices and deposits, maintaining spreadsheets and tracking systems, coordinating confidential records and documentation, preparing meeting materials and minutes, and ensuring the accuracy and organization of institutional information.Provides continuity of support for the Office of Academic Affairs during the absence of the Executive Assistant to the Provost or the Academic Affairs Services Manager.Events Coordination 15%Coordinates events hosted by the Office of the President, including receptions, meetings, book clubs, Taco Tuesdays, and special gatherings.Oversees all operations and event readiness for Hawthorne House, including coordinating housekeeping, landscaping, security, maintenance requests, scheduling events and occasional overnight guests, and managing logistics around the President's schedule.Works closely with campus partners to ensure seamless event execution, hospitality, and operational support.Supports Commencement Weekend logistics and other special university events as needed.Office Operations, Building Coordination & Front-of-Office Support 5%Manages daily operations of the Office of the President, including budgeting support, invoicing, supply management, building needs, and oversight of office resources.Serves as a welcoming presence for the office, greeting visitors, supporting guests, and setting a professional tone for all interactions.Responds to inquiries with discretion and professionalism, including handling sensitive or confidential information by phone, via email, or in per