Responsibilities:
1. Executive-Level Administrative & Operational Support (60%)
Provide comprehensive, proactive support to the Executive Director to ensure strategic priorities are executed efficiently:
- Manage and strategically coordinate the Executive Director’s calendar, including meetings, speaking engagements, travel, and high-priority commitments
- Serve as a gatekeeper and liaison, ensuring timely and professional communication with internal and external stakeholders
- Monitor, prioritize, and respond to emails, calls, and requests; escalate or delegate as appropriate
- Coordinate logistics and prepare materials for meetings, presentations, and executive briefings
- Support planning and execution of travel, including preparation, reconciliation, and compliance with university policies
- Track deadlines, follow-ups, and action items to ensure timely execution of key initiatives
- Maintain awareness of EIC priorities to anticipate needs and proactively support the Executive Director
- 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:
- Assist in coordinating logistics for EIC programs and signature events (e.g., Bulldog Pitch Competition, HBCU+ Entrepreneurship Conference, workshops, and speaker series)
- Develop and finalize high-quality documents, reports, presentations, and communications aligned with university branding and EIC standards
- Prepare agendas, capture meeting notes, and track action items for internal and external meetings
- Coordinate scheduling and logistics for team meetings, partner engagements, and student programming
- Maintain organized digital and physical filing systems in compliance with university policies and data security standards
- Support onboarding and coordination of guests, speakers, judges, and partners
- 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.
