Penn State is seeking an Administrative Assistant to support the Corporate Engagement Center within the Division of External Affairs. The Center works across the University to connect industry partners with Penn State's resources and advance collaboration in research, philanthropy, executive programming, and talent engagement.

The Administrative Assistant provides administrative and operational support to CEC leadership and the broader team, helping ensure the effective coordination of schedules, meetings, communications, travel, and day-to-day office activities. The position regularly interacts with University leaders, corporate partners, and colleagues across Penn State and plays an important role in providing a responsive and professional experience for the Center's stakeholders.

Key Responsibilities

• Provide administrative support to CEC leadership and team, including complex calendar management, meeting scheduling, travel arrangements, and expense reconciliation. 

• Coordinate meetings by managing scheduling, agendas, materials, room and technology needs, notes, and follow-up documentation. 

• Support corporate visits, meetings, and events through scheduling, reservations, materials preparation, attendee coordination, and other administrative logistics. 

• Prepare, format, organize, and maintain correspondence, presentations, reports, records, and other documents for leadership and team use. 

• Monitor the Center's central email account and other incoming inquiries, respond or route requests appropriately, and greet and assist visitors. 

• Maintain shared calendars, contact information, records, and routine information in University systems and databases. 

• Coordinate routine financial and administrative transactions and maintain supporting documentation in accordance with University procedures. 

• Manage office operations, including supplies, equipment and facility requests, fleet vehicle reservations, shared spaces, and other logistical needs. 

• Support employee onboarding and other personnel-related administrative processes and provide backup administrative coverage as needed. 

• Perform other duties consistent with the administrative and operational needs of the Center. 

Qualifications

The successful candidate will demonstrate:

• Strong organizational skills and attention to detail, with the ability to manage multiple priorities and deadlines. 

• Excellent interpersonal, customer service, verbal, and written communication skills. 

• Ability to work independently, exercise sound judgment, and identify when issues require escalation. 

• Professionalism and discretion when interacting with senior leaders, external partners, and sensitive information. 

• Experience with standard administrative and office procedures. 

• Ability to learn and effectively use new technology and job-related systems. 

• A proactive and service-oriented approach to supporting individuals and teams. 

Preferred Skills and Experience

• Experience providing administrative or executive support in a complex organization. 

• Experience managing calendars, travel, meetings, and expenses for senior-level professionals. 

• Proficiency with Microsoft 365 applications, including Outlook, Teams, Word, Excel, PowerPoint, and SharePoint. 

• Experience with CRM or constituent management systems such as Salesforce or Advance. 

• Experience with SAP Concur or similar travel and expense systems. 

• Experience with document management and financial transaction systems. 

• Experience working within established policies and procedures while independently resolving routine administrative issues.