Administrative Assistant II

Job Posting:JR101792 Administrative Assistant II (Open) Department:BSU Entrepreneurship Academy, PM Position Type:Regular Open Date:05-24-2026 Close Date: $50,000 - $61,906 Job Description:Under general supervision, provides complex administrative support to an individual, office, department or program. Work requires comprehensive knowledge of the organization or program where assigned, skill in working with issues related to policy, procedures, and confidential matters, and considerable participation in the work of the supervisor. Incumbents exercise discretion and judgment with considerable consequences of error. Responsibilities: 1. Executive-Level Administrative & Operational Support (60%) Provide comprehensive, proactive support to the Executive Director to ensure strategic priorities are executed efficiently: a. Manage and strategically coordinate the Executive Director’s calendar, including meetings, speaking engagements, travel, and high-priority commitments b. Serve as a gatekeeper and liaison, ensuring timely and professional communication with internal and external stakeholders c. Monitor, prioritize, and respond to emails, calls, and requests; escalate or delegate as appropriate d. Coordinate logistics and prepare materials for meetings, presentations, and executive briefings e. Support planning and execution of travel, including preparation, reconciliation, and compliance with university policies f. Track deadlines, follow-ups, and action items to ensure timely execution of key initiatives g. Maintain awareness of EIC priorities to anticipate needs and proactively support the Executive Director h. Minute support for meetings and distribution 2. Program, Event & Center Operations Support (35%) Support the execution of EIC programs, events, and initiatives that serve students, faculty, and external partners: a. Assist in coordinating logistics for EIC programs and signature events (e.g., Bulldog Pitch Competition, HBCU+ Entrepreneurship Conference, workshops, and speaker series) b. Develop and finalize high-quality documents, reports, presentations, and communications aligned with university branding and EIC standards c. Prepare agendas, capture meeting notes, and track action items for internal and external meetings d. Coordinate scheduling and logistics for team meetings, partner engagements, and student programming e. Maintain organized digital and physical filing systems in compliance with university policies and data security standards f. Support onboarding and coordination of guests, speakers, judges, and partners g. Front Desk reception area when needed 3. Other Duties as Assigned (5%) Perform additional responsibilities aligned with the evolving needs of the EIC and its growing ecosystem Required Knowledge, Skills & Abilities * Strong organizational and time management skills with the ability to manage multiple priorities simultaneously * Excellent written and verbal communication skills, including proofreading and editing * High level of professionalism, discretion, and judgment in handling confidential information * Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and digital collaboration tools * Ability to anticipate needs, solve problems, and work independently with minimal supervision * Strong interpersonal skills with the ability to engage effectively with diverse stakeholders (students, faculty, leadership, and external partners) * Experience supporting events, programs, or executive-level operations preferred * Ability to work in a fast-paced, entrepreneurial, and evolving environment Minimum Qualifications: Education: High School Diploma or GED. Bachelor's degree preferred. Experience: Minimum of 4–5 years of progressively responsible administrative or operations support experience (preferably in higher education, nonprofit, or fast-paced environments) Preferred Qualifications: * Experience supporting senior leadership or executive-level operations * Experience coordinating events, programs, or conferences * Familiarity with higher education environments or entrepreneurship/innovation ecosystems * Experience managing calendars, travel, and complex scheduling across multiple stakeholders * Ability to create polished presentations and communications materials Conditions of Employment: * Ability to lift up to 30 pounds * Flexible work hours, including occasional evenings or weekends Additional Job Information: Benefits include medical, dental, prescription, long-term disability, accidental death and dismemberment insurance and life insurance; paid time for paid sick leave, annual leave, and personal leave; 12 paid holidays per year, tuition remission; employer-funded pension and supplemental retirement accounts.