Senior Administrative Assistant, Center for Aerospace Resilience

Job Description

About Embry-Riddle Aeronautical University:

Embry-Riddle Aeronautical University is an independent, culturally diverse institution providing quality education and research in aviation, aerospace, engineering, and other related fields with residential campuses located in Daytona Beach, Florida and Prescott, Arizona. The University's Worldwide campus provides educational opportunities online and at approximately 130 locations throughout the United States, Asia, Europe, and Central/South America.

As the largest and most comprehensive aviation and aerospace-focused university in the world, Embry-Riddle is a unique institution. Over the past 90 years, the University has evolved with industry to break new ground and produce top-level graduates who serve the ever-changing needs of aviation and aerospace and other STEM-related disciplines. Embry-Riddle offers programs in seven primary fields of study including: Applied Science; Aviation; Business; Computers and Technology; Engineering; Safety, Security, and Intelligence; and Space.

For Academic Year 2021-22, there were over 11,100 undergraduate, graduate, and doctoral students that attended the University's residential campuses and approximately 20,195 students in total enrolled with the University around the world.

The Opportunity:

Embry-Riddle is now hiring a Senior Administrative Assistant for the Director - Center for Aerospace Resilience (CAR) at the Daytona Beach campus. The Director - Center for Aerospace Resilience (CAR) provides leadership and supports the University research enterprise and the faculty to raise the University’s research stature. The Administrative Assistant supports the Director through coordinating administrative activities, including but not limited to scheduling, personnel, budget monitoring, records maintenance, and compiling, storing, and retrieving data for preparation of recurring reports.

Responsibilities include the following:

• First point of contact for the Office of the Director for CAR (Center for Aerospace Resilience), greeting visitors, answering incoming phone calls, directing inquiries and relaying accurate messages.
• Maintain the Director’s calendar including scheduling meetings, reserving meeting facilities, and prioritizing and distributing incoming mail. Writing, drafting and preparing routine correspondence.
• Oversee CAR Lab and Conference Room schedule and provide logistics support for CAR Labs tours.
• Coordinate and facilitate CAR meetings, taking notes and tracking action items. Attend meetings as needed to take notes. Communicate regularly with staff reporting to the Director. Coordinate and ensure submittal of various management reports by staff.
• Support CAR Leadership Team presentation materials management (Executive Deck, Functional Org Chart, Strategy Deck, etc.). Be the access owner for CAR Leadership SharePoint.
• CAR Budget – overseeing and reviewing budget monthly with the CAR Director / Associate Directory / Director of Operations. Track budget, purchases, and provide the Director with regular budget updates, also assist when necessary in budget planning. Prepare purchase orders and requisitions. Maintain office supplies and prepare various forms.
• Coordinate the Director’s travel requirements to include preparation of itinerary, flight arrangements, lodging arrangements and ground transportation.
• Supervise student assistants and coordinate staffing.
• Support the Director in organizing events. Coordinate reservations and logistical arrangements.
• Maintain records, compile, store, and retrieve data for preparation of recurring reports.
• Assume special projects assigned by the Director.
• Other administrative duties as assigned.

Qualifications

Required Qualifications:

• Minimum of 5-10 years of related administrative experience.
• Analytical skills with an in-depth knowledge of information systems and technical expertise with Microsoft operating systems, Excel, PowerPoint, Word, Outlook/email, and Internet end-user applications.
• Demonstrated time management skills.
• Interpersonal skills with high emotional intelligence.
• Strong written and verbal communication skills.
• Collaboration skills.
• Budgeting experience.

Preferred Qualifications:

• Bachelor’s degree preferred.

Application Instructions:

• To be considered, please include a resume, cover letter, and contact information for 3 professional references.