Administrative Assistant – Student Success Services, Legal

This is a fully remote position, open to applicants in California.

📋 Description

• Offers administrative and operational assistance across various teams in a shared services role.

• Facilitates invoicing and payment processing, which includes submitting invoices to Accounts Payable and monitoring their status.

• Aids in contract management by routing documents for review and obtaining signatures.

• Provides calendar and scheduling support for AVPs and leadership, encompassing meeting coordination and logistics management.

• Organizes onsite events and meetings, handling room reservations, food orders, and overall event logistics.

• Oversees travel arrangements and conference registrations.

• Assists with purchasing tasks, including Amazon orders, supply requests, and expense reporting.

• Supports corporate food delivery services for team events and meetings.

• Acts as backup administrative support for other teams as needed.

• Addresses routine inquiries and offers general administrative assistance.

• Maintains organized records, files, and documentation.

• Aids in the preparation, formatting, proofreading, editing, assembly, pagination, and distribution of legal documents.

• Manages and retrieves electronic and physical files, assisting with document routing, signature coordination, mail handling, and special requests.

• Prepares materials and supports the coordination of team meetings.

• Executes other administrative tasks as assigned.

⛳️ Requirements

• Bachelor’s degree in any field is preferred.

• Three (3) years of relevant experience in an administrative support position.

• Experience supporting a department within a university setting is preferred.

• Familiarity with a legal environment is a plus.

• Proven ability to work effectively as a collaborative team member.

• Strong organizational skills with a focus on detail, accuracy, thoroughness, and the ability to manage multiple priorities.

• Capability to build positive working relationships and communicate effectively with a diverse range of internal stakeholders.

• Working knowledge of office administration practices, systems, policies, and procedures, including purchasing, supplies, and basic inventory management.

• Ability to troubleshoot routine issues, collect information from standard sources, and adhere to established procedures.

• Proficient in Microsoft Office applications: Word, Excel, Outlook, and PowerPoint.

• Experience with enterprise systems is preferred.

• Exhibits professional judgment, accountability, and reliability.

• Capable of working independently in a collaborative, service-oriented, fast-paced environment with shifting priorities.

• Ability to manage sensitive, confidential, and legally privileged information with discretion and professionalism.

• Candidates must reside in San Diego, CA.

• Some travel is required; occasional local travel within the greater San Diego, CA area.

🏝️ Benefits

• Comprehensive well-being benefits for you and your family.

• Competitive pay and benefits packages.

• Opportunities for development and advancement.

• Remote-first work perks.