Administrative Assistant – Office of the President

The American Association of Colleges & Universities (AAC&U) is the leading national association that advances the democratic purposes of higher education by promoting equity, innovation, and excellence in liberal education. Its members are committed to extending the advantages of liberal education to all students, regardless of academic specialization or intended career. Founded in 1915, AAC&U member institutions include accredited public and private colleges, community colleges, research universities, and comprehensive universities of every type and size.

The Administrative Assistant provides high-level administrative support within the Office of the President. Reporting to and supervised by the Executive Assistant, this role serves as the primary backup to the Executive Assistant while supporting the President. This position assists with complex calendar management, meeting coordination, correspondence, board and donor communications, travel arrangements, and special projects. The Administrative Assistant collaborates closely with internal departments—including Membership/Advancement, Programs, Communication, and Administration—as well as with key external stakeholders to advance executive initiatives ensuring smooth operations and effective communication.

The ideal candidate is highly organized, detail-oriented, discreet, and capable of managing multiple priorities in a fast-paced nonprofit environment. This individual must exercise sound judgment, maintain confidentiality, and demonstrate strong written and verbal communication skills.

Key Responsibilities

• Provide support to the President in coordination with the Executive Assistant
• Assist in managing the President’s calendar to ensure efficient scheduling and prioritization.
• Arrange travel logistics, including itineraries, accommodations, and expense reporting.
• Assist in preparing briefing materials and background information for meetings and events.
• Serve as a professional, welcoming point of contact for internal and external stakeholders, routing inquiries appropriately and ensuring timely responses.
• Assist with the coordination of internal and external meetings, appointments, and events as assigned.
• Draft, proofread, and prepare correspondence, communication, and reports.
• Track deadlines and ensure timely follow-up on key initiatives.
• Support special projects and cross-departmental initiatives.
• Screen and route communications appropriately.
• Maintain discretion and confidentiality in handling sensitive information.
• Maintain accurate records and organized filing systems (electronic and physical).
• Support special projects and initiatives as assigned.
• Serve as backup to the Executive Assistant during absences or high-volume periods.
• Assist with the preparation and distribution of board meeting materials throughout the year.
• Other duties as assigned.

Qualifications:

• Bachelor’s degree.
• 3 years plus of administrative experience, preferably in a nonprofit or mission-driven organization, and supporting senior leadership.
• Knowledge of the higher education sector
• Advanced knowledge of and extensive experience with Microsoft Office Suites, (e.g., Word, Excel, Outlook, PowerPoint), Teams, project management software, internet research, Zoom, and data sharing platforms.
• Event planning experience preferred
• Excellent written and verbal communication abilities.
• Strong organizational and time-management skills
• Ability to prioritize competing priorities, meet deadlines in a fast-paced environment
• High level of discretion and confidentiality when handling sensitive organizational information.
• Initiative and problem-solving
• Able to work independently and without supervision

Requirements:

• Occasional extended hours, depending on Association needs
• Availability for limited travel.
• Requires flexibility and responsiveness to leadership’s schedule.

Please submit a resume, cover letter describing relevant work and educational experience, and salary requirements to AAC&U, Box OP, 1818 R Street, NW, Washington, DC 20009, or to jobs@aacu.org. Review of applications will begin on or before March 9, 2026, until the position is filled. AAC&U’s headquarters is in Washington, DC. Preferrable, hybrid position.

A reasonable rate of compensation for this position is between $60,000 – $65,000. AAC&U offers exceptional benefits.

AAC&U believes that a broadly diverse staff is critical to achieving excellence as a national higher education association. We seek to recruit, develop, and retain the most talented people from a diverse candidate pool. We are fully committed to equal employment opportunity and compliance with the full range of fair employment practices and nondiscrimination laws.