Administrative Assistant

Posted: 14-Mar-26

Type: Full-time

Categories:

• Administrative/Support
• Staff/Administrative

Internal Number: R131210

The Administrative Assistant ensures smooth, timely and efficient processes and workflows for the Institute for Democratic Engagement and Accountability (IDEA). This will include supporting IDEAs Executive Director and senior staff, coordinating schedules for faculty, staff and student personnel setting up and managing regular routines for the team, and assisting with communications about IDEAs research and programming. Our ideal candidate is highly competent in prioritizing, managing multiple workflows and working with little supervision.

The Administrative Assistant provides real-time scheduling support by coordinating meetings and preventing conflicts for IDEA teams; maintains records and notes from meetings, creates presentations, and conducts basic research as requested; manages emails, letters, packages, phone calls and other forms of standard correspondence for IDEA; responds to email/mail or forwards it to the appropriate recipient; communicates with U.S. and international and government elected officials and staff for scheduling and other requests; assists in creating regular communications highlighting IDEAs research and programs, including newsletters and social media; manage logistical arrangements for on-campus events and programming; manages travel plans (such as booking flights and hotels) and appointments for IDEAs Director and senior staff; assists with event planning for high-profile external events attended by international parliamentarians and U.S. elected officials; supports budgeting procedures for IDEA; creates and maintains financial and other records; assist with managing contracts with vendors, consultants and associates; assists with hiring and onboarding temporary student workers; other duties to support IDEA as assigned.

Minimum Education and Experience Required

High school diploma or GED and a minimum of one (1) year of administrative or office management experience is required.

Desired Education and Experience

A minimum of two (2) years of relevant experience in administration or office management; excellent organizational and communication skills; attention to detail; multilingual a plus as IDEA has several projects that involve working with diverse communities here in the U.S. as well as international projects.