Administrative Assistant III

Job DescriptionThe Administrative Assistant to the Executive Director provides high-level administrative and operational support to advance the effectiveness, productivity, and professional presence of the Executive Director and the Newcomb Institute. This position ensures seamless coordination of the Executive Director’s calendar, travel, meetings, and communications; maintains the tone and standards of professionalism in the office; and represents the Executive Director in interactions with university leadership, donors, alumni, and external partners. Acting as the Executive Director’s key logistical and relationship liaison, the Administrative Assistant anticipates needs, manages complex schedules, coordinates travel and reimbursements, ensures meeting readiness, and supports a positive, polished, and efficient office environment. The position also collaborates closely with the Director of Development on donor engagement, alumni relations, and event coordination to strengthen Newcomb Institute’s external relationships and reputation.ResponsibilitiesAdministrative Duties: Manages the Executive Director’s complex calendar and daily schedule, ensuring appropriate time for meetings, travel, preparation, and follow-up. Coordinates logistics for all meetings and events, including agendas, briefing materials, and timely distribution of documents. Screens and prioritizes correspondence, calls, and requests for the Executive Director’s time. Tracks deadlines, prepares travel itineraries, manages reimbursements, and ensures workflow efficiency. Holds the Executive Director to time and commitments during meetings and events.Donor, Partner, and Development Support: Works closely with the Director of Development to coordinate communications, meetings, and stewardship with donors, alumni, and partners. Supports planning and execution of donor cultivation activities including dinners, receptions, and on-campus events. Manages personalized outreach such as thank-you notes, birthday and holiday cards, and event follow-ups. Tracks engagement efforts and assists with scheduling related to advancement priorities.Office and Relationship Management: Serves as the first point of contact for visitors and guests of the Executive Director, ensuring the office environment reflects professionalism and warmth. Maintains decorum and tone in all interactions. Manages incoming communications and ensures timely responses. Supports a culture of hospitality and inclusivity at Newcomb InstituteEvent and Special Project Coordination: Coordinates high-level events and meetings involving the Executive Director and the Development Office. Ensures alignment with Tulane and Newcomb branding and hospitality standards. Manages special projects related to donor relations, alumni engagement, or executive outreach as directed.Miscellaneous: Performs other duties as requested or required in an efficient and timely manner, whether or not specifically mentioned in this job description.QualificationsREQUIRED EDUCATION AND EXPERIENCE: Bachelor’s degree or equivalent. Five years of progressively responsible administrative or executive support experience, preferably in higher education, nonprofit, or corporate leadership settings.REQUIRED KNOWLEDGE, SKILLS, ABILITIES/COMPETENCIES TYPICALLY NEEDED TO PERFORM THIS JOBSUCCESSFULLY: (Note: The following criteria will not be used in screening qualified applicants but may be considered in the final decision-selection process of candidates interviewed.) Exceptional organizational and time management skills; ability to manage multiple priorities with discretion and poise. Strong written and verbal communication skills; professional presence in person and in correspondence. High emotional intelligence, tact, and discretion in handling sensitive or confidential matters. Proven experience managing executive calendars, travel arrangements, reimbursements, and scheduling logistics. Ability to maintain composure and clarity in high-pressure or time-sensitive situations. Strong proficiency in Microsoft Office Suite and Outlook. Demonstrated ability to collaborate effectively with senior administrators, faculty, staff, donors, and community leaders. Commitment to the mission of gender equity and leadership development central to Newcomb Institute.About UsTulane University is an equal opportunity educator and employer committed to providing an education and employment environment free of unlawful discrimination, harassment, and retaliation. Legally protected demographic classifications (such as a person’s race, color, religion, age, sex, national origin, shared ancestry, disability, genetics, veteran status, or any other characteristic protected by federal, state, or local laws) are not relied upon as an eligibility, selection or participation criteria for Tulane’s employment or educational programs or activities.Tulane University is responsible for providing reasonable accommodations to individuals with disabilities throughout the applicant screening process. If you need assistance in completing an application or during any phase of the interview process, please contact the Office of Human Resources by phone at 504-865-4748 or by email at hr@tulane.edu .