Administrative Assistant

Administrative Assistant


Angola, Indiana

 

Summary

The Administrative Assistant for University Advancement plays a vital role in supporting the efficient day-to-day operations of the Advancement Office. This individual will provide high-level administrative support to senior leadership and advancement team members, coordinate office functions, manage communications, and assist with event logistics and donor engagement efforts. Serving as the central point of contact for the office, the Administrative Assistant also fulfills key office management responsibilities including supplies procurement, scheduling, budget tracking, and vendor coordination.

This role is ideal for a highly organized and detail-oriented professional who enjoys working in a dynamic, mission-driven environment and supporting fundraising and alumni relations initiatives

Essential Duties and Responsibilities

 

 Administrative Support

  • Provide direct administrative assistance to the Vice President and senior advancement staff, including calendar management, scheduling, travel arrangements, and correspondence.
  • Draft, proofread, and format internal and external communications, reports, and donor materials.
  • Maintain contact lists, donor records, and filing systems both digitally and in print.

Office Management and Coordination

  • Serve as the primary point of contact for day-to-day office operations, including ordering supplies, managing inventory, and ensuring office equipment is functioning properly.
  • Coordinate maintenance requests and vendor relationships as needed.
  • Maintain an organized, welcoming, and professional environment for staff and visitors.

Advancement and Donor Support

  • Assist with preparing materials for donor meetings, events, and mailings.
  • Help with data entry and gift processing in partnership with advancement services staff.
  • Track RSVPs, prepare nametags, coordinate logistics, and provide on-site support for events such as Homecoming, Scholarship Gala, Golf Outing, and Senior Send-off.

Financial and Records Management

  • Monitor office and event budgets, process invoices, and submit expense reports in a timely manner.
  • Maintain accurate records and assist with filing and record retention projects.
  • Support reconciliation of advancement department credit card transactions.

Team and Project Support

  • Help coordinate team meetings, take minutes, and follow up on action items.
  • Manage shared calendars and conference room scheduling.
  • Provide occasional support on special projects assigned by the Vice President or advancement leadership.
  • Lead/support onboarding of new employees.

Education and/or Experience

  • High school diploma or equivalent required; associate or bachelor’s degree preferred.
  • At least 2–3 years of administrative, executive assistant, or office management experience.
  • Strong written and verbal communication skills with attention to detail.
  • Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint); experience with CRMs or donor databases preferred.
  • Ability to handle confidential information with discretion.
  • Strong organizational skills and the ability to manage multiple priorities simultaneously.

Salary

The salary is competitive and commensurate with experience and qualifications.

ApplyOpens in new window

Trine University is an equal opportunity employer.  Applicants are considered for employment without regard to race, color, religion, sex, age, disability, national origin, genetic information, citizenship status, military status, or any other basis prohibited by law, unless such basis constitutes a bona fide occupational qualification.  Trine will comply with its legal obligation to provide reasonable accommodations to qualified individuals with disabilities and for religious beliefs.