"Administrative Assistant"

Hampton University is seeking a highly organized, proactive, and solutions-oriented Administrative Assistant to join its Office of University Relations. This role blends the responsibilities of a creative agency traffic manager with those of a skilled public relations administrative assistant. The primary focus of the position is to streamline administrative processes, manage the flow of communications projects, and support the successful execution of public relations and marketing campaigns that elevate the Hampton brand. This position offers the opportunity to contribute to Hampton University’s mission while working in a dynamic, deadline-driven environment.

Examples of Duties

• Office and Calendar Management: Provide comprehensive support to PR leadership through calendar management, meeting preparation, and agenda coordination. Schedule appointments, book travel, and manage internal meeting logistics.
• Communication & Media Relations Support: Draft and proofread internal memos, press materials, and correspondence.
• Database and Records Management: Maintain project management systems, press contact lists, and historical archives. Track campaign outcomes and maintain media coverage logs.
• Event & Campaign Support: Support logistics for press conferences, campus activations, and community events. Assist in developing and distributing press kits and media advisories.
• Logistics & Workflow Efficiency: Implement project management tools and best practices to enhance operational flow. Recommend and apply systems to improve turnaround time and project visibility.
• Vendor and Contractor Management: Serve as a liaison with print vendors, event planners, and creative agencies. Oversee production timelines, budgets, and deliverables to ensure quality and timeliness.
• Budget Tracking & Reporting: Monitor project budgets and support invoice processing. Maintain accurate financial documentation for vendor services and PR-related expenses.

Typical Qualifications

• Associate’s degree in project management, marketing, or related field strongly preferred.
• A minimum of 5 years of experience in a public relations agency, creative/advertising firm, or marketing environment.

Supplemental Information

• Proficiency in Microsoft Office Suite and project management tools (e.g., Trello, Asana, Basecamp, Monday.com).
• Excellent written and verbal communication skills with strong proofreading abilities.
• Demonstrated experience managing multiple deadlines and cross-functional teams.
• Comfortable communicating with senior executives and campus leaders.
• Strong time management, organizational, and problem-solving skills.
• Familiarity with the print production process and vendor coordination.
• Experience working with creative, multimedia, or public relations departments.
• Flexible, detail-oriented, and thrives in a fast-paced, collaborative environment.
• Other Necessary Requirements: Strategic thinker who can manage tactical execution. A passion for higher education, storytelling, and brand alignment. Familiarity with agency or creative studio environments.