Executive Administrative Assistant (Contractor)

Position Summary (3-month contract)

The Center for College Access and Success (CCAS) seeks a highly qualified, organized, detail-oriented, and proactive Executive Administrative Assistant to provide high-level administrative, strategic, and operational support to leadership, advancing the Center’s educational access and equity mission through fundraising and strategic initiatives.

This position serves as a trusted partner and integral member of the Center for College Access and Success (CCAS) leadership team, providing essential operational and administrative support that advances the department’s mission to ensure students and families have equitable access to educational resources, high-quality programming, and community services that promote academic success and college and career readiness.

The position’s responsibilities are allocated on a 70/30 basis. Approximately 70% of the role is dedicated to providing executive administrative support to the Acting Director while overseeing day-to-day departmental operations and administrative processes. The remaining 30% focuses on fostering cross-departmental collaboration to support grant prospecting, proposal development, project administration, and compliance reporting, helping to advance the department’s strategic priorities and long-term objectives.

The successful candidate will demonstrate exceptional organizational, communication, and interpersonal skills, with a high degree of professionalism, discretion, initiative, and attention to detail. The ideal candidate will be adept at managing multiple priorities, exercising sound judgment, and thriving in a fast-paced post-secondary education environment.

Essential Duties and Responsibilities

Executive Administrative Leadership Support (70%)

Provide administrative and strategic support to the Acting Senior Director in the following areas:

Communication

Serving as a primary point of contact for inquiries directed to the Acting Senior Director from university leadership, colleagues, faculty and staff, school administrators, community organizations, and funding partners.

• Managing and coordinating complex calendars, meetings, appointments, and daily priorities.
• Coordinating internal and external meeting schedules with administrators, colleagues, faculty, staff, advisory groups, committees, students, community partners, and funding organizations.
• Preparing agendas, presentations, reports, correspondence, meeting minutes, and executive communications.
• Recording, transcribing, and distributing meeting notes and action items as needed.
• Drafting, proofreading, and editing professional communications, reports, and other departmental documents.
• Screening and prioritizing communications while maintaining confidentiality and professionalism.
• Functioning as an essential member of the CCAS Grant Development Team

Project Management

• Monitoring project timelines, deliverables, and follow-up activities.
• Support continuous improvement initiatives within the department.

Event Planning

• Planning events and coordinating logistics for workshops, trainings, and professional development activities, as well as special projects with multiple departments and external partners that include engaging activities for students, families, and school communities

Travel

Coordinating the Acting Director’s travel arrangements and processing related documentation and reimbursements in accordance with university policies

Data Management

• Organizing and maintaining confidential electronic and physical filing systems that contain sensitive information and require discretion and professionalism in accordance with university policies and applicable regulations.
• Support continuous improvement initiatives within the department.

Provide administrative and strategic support to the Senior Business Manager in the following areas:

Procurement and Acquisition

• Assisting with departmental budgeting, purchasing, and administrative documentation, including processing transactions related to staffing reimbursements and inventory management.
• Coordinating and circulating procurement documents, contracts, invoices, and vendor communications to secure departmental goods and services in accordance with university policies and procedures for approval and further processing.
• Coordinating departmental travel arrangements, services, and processing relative to documentation and reimbursements required in accordance with univ…