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Inside Higher Ed · 3 weeks ago

Administrative Assistant to Miller Center General Manager / Director of Special Events

Reading, PA

Full-time

Onsite

Entry Level

$38K/yr - $38K/yr

1+ years exp

Inside Higher Ed is seeking an Administrative Assistant to provide comprehensive administrative support to the Miller Center General Manager / Director of Special Events. This role involves overseeing daily office operations, managing scheduling and communications, coordinating events, and ensuring excellent customer service.

Digital MediaEducationHigher EducationJournalismRecruiting

Responsibilities

Office Coordination: Oversee daily operations, maintain office supplies, handle payroll, monitor expenditures, and ensure smooth administrative functioning

File & Document Organization: Maintain electronic and paper files, contracts, and event documentation systematically

Communication & Correspondence: Draft, proofread, and distribute letters, reports, newsletters, and promotional materials; handle mailings, mass emails, and SIS communications

Customer Service: Provide professional and courteous assistance to patrons, students, clients, and guests; manage front desk inquiries and appointments

Scheduling & Calendar Management: Maintain and coordinate calendars for staff and departmental leadership; schedule meetings, appointments, and facility reservations

Event Coordination: Assist in planning and executing events and workshops, managing logistics, timelines, communication, RSVPs, and on-site support

Financial Administration: Process purchase orders, invoices, reimbursements, and check requests; track budgets and reconcile financial statements

Recordkeeping & Reporting: Maintain accurate financial and operational records, support reporting needs, and ensure compliance with budgetary procedures

Meeting Support: Prepare agendas, take and distribute minutes, and manage follow-ups for meetings

Marketing & Outreach: Support email marketing, maintain contact lists, and assist in community outreach to students and partners

Collaboration: Coordinate with departments, staff, and vendors to ensure event and operational alignment

Special Projects: Provide support for ad hoc projects, student services, and other assignments delegated by the Director/General Manager

Qualification

Microsoft Office SuiteCustomer ServiceEvent CoordinationTeleconferencing SoftwareBilingual Spanish/EnglishMulti-tasking SkillsBasic Mathematical SkillsInterpersonal SkillsOrganizational Skills

Required

Associate's Degree with 1 year prior administrative work experience in a customer service capacity

High School Diploma with 3 years administrative work experience, with at least one year in a customer service capacity

Proficient with Microsoft Office Suite including Excel, Word and Outlook

Familiar with teleconferencing software such as Zoom

Proficient in the use of modern technology and comfortable with learning and utilizing new software tools and technologies

Excellent interpersonal and communication skills

Excellent organizational and multi-tasking skills

Ability to read and interpret documents such as safety rules, operating instructions and procedure manuals

Ability to write routine reports and correspondence

Ability to speak effectively before groups of students or employees

Requires basic mathematical skills

Ability to solve practical problems and deal with a variety of concrete variables in situations where standardization exists

Ability to interpret a variety of instructions furnished in written or oral form

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job