WomenInCareers | PAM Administrative Assistant at University of Notre Dame in Notre Dame, Indiana, United States

PAM Administrative Assistant

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University of Notre Dame

Location: Notre Dame, Indiana
Category: Admin-Secretary and Administrative Assistants
Application Deadline:

Job Description

Job Title

PAM Administrative Assistant

Job Description

Be part of a mission-driven team that’s shaping peace around the world!

Join our dynamic team at the Peace Accords Matrix (PAM) at the University of Notre Dame as an Administrative Assistant! In this pivotal role, you’ll provide high-level administrative support to both the PAM Director and Associate Director of Operations, making an impact on global peace initiatives.

You will take charge of managing the director’s calendar, orchestrating travel arrangements, handling official communications, and acting as a key liaison in public interactions. In addition, you’ll play a vital role in coordinating administrative tasks, such as expense reporting, and contribute to the development of critical administrative reports.

Key Responsibilities:

Travel Scheduling and Expense Reporting (30%):

Manage the director’s travel logistics, including scheduling, booking, and preparing trip materials.
Handle expense reporting and travel reimbursements.

Administrative Support to the PAM Director (50%):

Oversee the director’s calendar, correspondence, and public engagements.
Prepare briefing materials, itineraries, and draft communications.
Assist in team meeting coordination, note-taking, and project reporting.

Hospitality and Event Support (20%):

Plan and coordinate PAM events, including grant-related projects like the Legacy Project and Barometer Initiative.
Collaborate with the Kroc Institute Events Coordinator and ISSA for logistical support.
Provide hospitality and manage logistics for PAM guests, especially high-level dignitaries.

Qualifications:

Advanced organizational, problem-solving, and multitasking skills.
Ability to handle sensitive information and interact professionally with diverse personalities.
Proficiency in Spanish is preferred but not required.
Experience with WhatsApp and Google Apps.
Willingness to learn and adapt to university protocols.

Term:
This is a one-year limited-term position, renewable if grant funding is secured.

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Minimum Qualifications

We are seeking a candidate who excels in both organizational and administrative functions, demonstrating the following qualifications:

Demonstrate exceptional organizational and administrative skills.
Communicate and coordinate effectively with a diverse team.
Exhibit strong attention to detail and handle multiple pressing tasks with a positive attitude.
Proficiency with Google apps (Docs, Sheets, Slides) required.
Must be able and willing to communicate with teams via WhatsApp.
Willingness to travel internationally is required.

Preferred Qualifications

Education: Bachelor’s degree (4 years) & 3 to 4 years Experience

Degree (Knowledge): Office Administration or related field
Spanish proficiency
Familiarity with Travel ND/Concur expense reporting

Special Instructions to Applicants

As part of the interview process, you may be required to complete a personality assessment and a writing sample. These assessments will help gain a better understand of strengths, work style, and communication skills, ensuring a good fit for the role. These requests will be introduced as applicants progress further in the interview process.

Department

Joan B. Kroc Inst. for Int'l. Peace (38045)

Department Website

kroc.nd.edu / peaceaccords.nd.edu

Family / Sub-Family

University Operations / Administrative Operations

Career Stream/Level

NIC 2 Coordinator

Department Hiring Pay Range

$17.50 - $26.75

Pay ID

Bi-Weekly