"Administrative Assistant II"

Job Details

Are you organized, detail-oriented, and motivated by keeping systems running smoothly? The Administrative Assistant II provides essential administrative and operational support across multiple functions of Phi Beta Kappa, including Human Resources, Accounting, Development, and Investment Committee operations.

In this role, you’ll serve as a central connector across departments—helping ensure accurate recordkeeping, clear communication, and efficient processes that strengthen PBK’s daily operations. Your efforts will enable leadership and staff to focus on advancing the Society’s mission and strategic goals.

Position Title: Administrative Assistant II

Department: HR, Finance & Operations

Reports to: Director of HR, Finance and Operations

Status: Full time

Key Responsibilities

Human Resources Support:

• Maintain and update HR manuals and internal policies.
• Manage onboarding and offboarding checklists for all staff.
• Audit and maintain employee files to ensure accuracy and compliance.

Investment Committee Support:

• Maintain signatory authorities.
• Assist with coordination and documentation for Investment Committee communications and meetings.

Accounting & Financial Support:

• Assist in creating and maintaining email templates to communicate financial updates to Chapters.
• Help process refunds for duplicate payments.
• Provide Bill.com invoice processing support and assist with vendor payments.
• Collaborate with accounting staff on Chapter 990 filings.
• Identify opportunities to streamline vendor payment processes for improved efficiency.
• Deposit checks into bank.

Development Support:

• Maintain and update bequest and donor records to support Development initiatives and donor tracking.

General Administrative & Office Support

• Manage shared e-filing systems and digital records used across departments.
• Maintain and update technology and subscription inventories.
• Support periodic office organization and clean-up activities.
• Assist with cross-departmental administrative projects and ad hoc tasks as needed.

Who You Are

You have 3–5 years of administrative experience, preferably in a nonprofit or membership-based organization.

You are proactive, resourceful, and thrive in a collaborative, team-based environment.

You communicate clearly and professionally in writing and conversation.

You have strong attention to detail and accuracy in recordkeeping and document management.

You are comfortable handling confidential information with discretion.

You are proficient in Microsoft Office Suite and comfortable learning new software systems or CRMs.

You are flexible and adaptable, able to balance multiple priorities effectively.

You work independently but love being part of a collaborative, service-oriented team.

You are proactive and resourceful, anticipating needs independently while collaborating effectively across teams.

You are passionate about advancing Phi Beta Kappa's nonpartisan mission championing the liberal arts and sciences, combined with a keen interest in news, books, culture, and politics.

Why It Matters

The Administrative Assistant II plays a vital role in ensuring Phi Beta Kappa’s operations run smoothly and efficiently. From managing HR and accounting processes to supporting Development and Investment Committee functions, this position strengthens the organization’s infrastructure and helps uphold PBK’s reputation for excellence, integrity, and service.

Your contributions will directly support PBK’s mission to recognize academic excellence and champion the value of the liberal arts and sciences—helping the Society thrive for generations to come.

The anticipated salary is in the range of $50,000-60,000 depending upon experience.

The Phi Beta Kappa Society offers excellent benefits, including medical, dental, vision, and retirement. The national office of Phi Beta Kappa is in the heart of Dupont Circle in Washington, D.C.

About The Phi Beta Kappa Society

The Phi Beta Kappa Society, the nation's most prestigious academic honor society, champions education in the liberal arts and sciences, fosters freedom of thought, and recognizes academic excellence.

The invitation to join Phi Beta Kappa is widely recognized as a mark of distinguished accomplishment. Every year, working with dedicated volunteer leaders at chapters at over 290 U.S. colleges and universities, we welcome over 20,000 new students to membership. With well over 700,000 members worldwide, we engage this member network through innovative national and virtual programming as well as local activity with more than 40 alumni associations.

Through the work of a dedicated team in the national office in Washington, D.C., we create diverse opportunities for volunteer-led programs, networking, and lifelong learning, as well as champion the arts and sciences in higher education and in communities across the country.

For more information about The Phi Beta Kappa Society, visit www.pbk.org.

The Phi Beta Kappa Society is an equal opportunity employer.

To apply

please send resume and cover letter to HRHiring@pbk.org.

All materials should be in a single pdf file titled “AA II-HR & Finance, applicant’s last name” (e.g., AA II-HR & Finance, Jones)

Applications will be considered on a rolling basis until a successful applicant is found.