Office & Executive Assistant

Your mission

The Office & Executive Assistant serves as the primary point of contact for students, visitors, faculty, staff, and external stakeholders while providing high-level administrative and executive support to the Campus Director. The position is responsible for ensuring the efficient daily operation of the campus reception area, supporting campus administration, coordinating meetings and events, managing executive calendars and communications, and promoting an exceptional student and stakeholder experience. 
The successful candidate will be highly organized, professional, proactive, customer-service oriented, and capable of handling multiple priorities in a dynamic international university environment.

Tasks and Responsabilities

Reception & Campus Front Desk Operations 

• Serve as the first point of contact for campus visitors, students, faculty, and external guests.
• Answer, screen, and direct incoming calls, emails, and inquiries professionally and efficiently.
• Manage reception operations andmaintaina welcoming, organized, and professional campus environment.
• Receive, sort, distribute, and coordinate incoming and outgoing mail, packages, and deliveries.
• Provide general informationregardinguniversity programs, services, campus procedures, and community resources.
• Monitor reception andcommon areasto ensure cleanliness, organization, and readiness for visitors and events.

Executive Support to the President USA 

• Manage thePresident USAr's calendar, appointments, meetings, and travel arrangements.
• Coordinate meeting schedules andlogisticsfor campus leadership and visiting executives.
• Prepare agendas, presentations, reports, correspondence, and supporting documentation.
• Take meeting notes and distribute meeting minutesand action items.
• Track progress of campus initiatives and follow-up assignments to supporttimelycompletion.
• Exercise discretion andmaintainconfidentialityregardingsensitive university information and business matters.

Administrative Support 

• Provide administrative support to campus leadership, faculty, and staff.
• Maintain organized electronic and physical records, files, and documentation.
• Assistwith purchasing requests, vendor coordination, invoices, administrative forms, and office supply needs.
• Support compliance documentation and campus reporting as requested.
• Coordinate campus inventory andassistwith operational documentation.

Student & Admissions Support 

• Provide initial information to prospective students and direct inquiries to theappropriate department.
• Support Admissions with lead follow-up activities, appointment scheduling, and outreach communications.
• Assiststudents with general administrative questions and connect them with theappropriatestudentforservices, admissions, academic, orfinancecontact.
• Support student onboarding, orientation activities, and campus service initiatives.

Event & Meeting Coordination 

• Coordinate campus events, open houses, graduation ceremonies, orientations, staff meetings, andspecial events.
• Manage eventlogistics, including room reservations, catering coordination, materials, guest support, and visitor coordination.
• Support executive visits and university leadership meetings.
• Ensure smooth execution of campus events and activities.

Facilities & Operations Support 

• Coordinate maintenance requests and communicate facility-related issues with building management and vendors.
• Assistwith classroom readiness and dail