Senior Administrative Assistant

Position Summary

Under general supervision, the Senior Administrative Assistant provides advanced administrative and operational support of a highly responsible and confidential nature to the Executive Director and leadership of the Center for Maternal Health Equity. This role ensures that center operations and functions are carried out efficiently and effectively across all programs, events, and community-driven initiatives. The ideal candidate will be detail-oriented, proactive, and mission-aligned—thriving in a fast-paced, collaborative environment while supporting assigned divisions, faculty, and general departmental operations.

• Education:
  
  Associate degree from a regionally accredited college or university.
• Experience:
  
  Two (2) years of experience in clerical and administrative tasks.

• Education:
  
  Bachelors degree from a regionally accredited college or university.
• Experience:
  
  Ability to work with sensitive information and maintain confidentiality.
• Strong organizational skill: ability to operate in this role autonomously.
• Basic knowledge of Microsoft Office Suites, Adobe Creative Suite, and Canva.
• Knowledge of general office filing and travel procedures.
• Position requires general clerical skills, word processing and data entry.
• Able to obtain instruction/direction for work assignments and then work independently.
• Knows when to ask questions or further instruction to complete assignments successfully.

• Provide confidential, high-level administrative support to center leadership, including scheduling, travel coordination, and document preparation.
• Maintain the Executive Director’s calendar, schedule meetings, and coordinate appointments.
• Coordinate internal and external meetings, webinars, retreats, and events—handling logistics, notifications, agendas, and meeting minutes.
• Support day-to-day operational tasks such as budget tracking, requisitions, purchasing, and vendor communication.
• Help prepare reports, presentations, faculty activity logs, and communication materials. Draft and prepare correspondence, memoranda, speeches, and reports.
• Manage office procedures and administrative systems to ensure information security and easy retrieval to support the Executive Director.
• Gather and analyze information required for administrative reporting.
• Create and maintain documents, graphs, spreadsheets, and databases using MS Office Suite (Word, Excel, PowerPoint, SharePoint, Access, and Outlook).
• Serve as the principal point of contact and source of information for MSM faculty, students, staff, and external stakeholders.
• Facilitate communication and ensure effective flow of information within the department.
• Key Skills and
  
  Competencies:
• Project Management and Attention to Detail:
  Ability to prioritize, manage, and balance a variety of project responsibilities effectively, efficiently, and accurately.
• Problem Solving and Business Acumen:
  Ability to see around corners, quickly synthesize information, connect dots, and develop solutions.
• Relationship-Building:
  Excellent interpersonal relationship skills, particularly the ability to develop rapport and engage with people at all levels.
• Pace, Multi-Tasking:
  Demonstrated ability to work ahead of the executive, anticipating needs, juggling competing priorities, mental acuity to understand the breadth of strategic priorities, and deliver against those demands.
• Ability to thrive in a fast-paced environment and operate with a high sense of urgency.
• Agility:
  Ability to multitask, manage time, and meet time-sensitive deadlines. Ability to multitask with professionalism and composure. Can pivot easily, can move from one complex project to another with clarity of understanding.
• Technical Expert:
  Advanced computer skills, including a full suite of Microsoft Office and Microsoft Teams.
• Organizational
  
  Skills:
  
  Excellent organizational skills, along with attention to detail. May need to accommodate the scheduling demands of a growing organization and respond after hours as needed.
• Other duties as assigned.