WHAT DOES AN ADMINISTRATIVE SUPPORT ASSISTANT DO?

The Administrative Support Assistant supports daily business operations through calendar management, event coordination, communication support, financial tracking, report preparation, and administrative record maintenance. This role contributes to organizational efficiency by coordinating meetings, managing travel and procurement activities, maintaining webpages and communication materials, and supporting webinars, outreach initiatives, and stakeholder engagement. The Assistant also collaborates with leadership, faculty, staff, and external partners to streamline workflows, ensure timely information sharing, and support program success across administrative and operational functions.

Key Responsibilities of an Administrative Support Assistant

1. Administrative Support Assistant Accountabilities

  • Program Tracking: Track program outputs, attendance, participation, webinars, events, meetings, troubleshooting threads, and group content for reporting needs.
  • Report Preparation: Support the preparation of reports and communication materials for stakeholders by organizing content, drafting sections, and refining documents.
  • Member Coordination: Communicate directly with members to ensure the timely receipt of proposals, report templates, financial materials, and support documentation.
  • Submission Monitoring: Track the receipt of reports, monitor pending submissions, send reminders, and follow up on outstanding materials.
  • Administrative Support: Provide administrative backup to other administrative staff and support continuity across daily office operations.
  • Team Liaison: Serve as the administrative liaison between program, research, and finance teams to support communication and information sharing.
  • Travel Coordination: Arrange travel and accommodations for staff and colleagues, including meetings, reservations, visa support, and expense report drafting.
  • Meeting Support: Organize and support internal meetings by preparing materials, taking notes, tracking decisions, and following up on action items.
  • Mission Commitment: Maintain commitment to the organization’s mission and support values-driven work in philanthropy, equity, and community engagement.

2. Administrative Support Assistant Functions

  • Financial Tracking: Track financial transactions against source documentation using spreadsheets and standardized reporting tools while monitoring available funding and spend-down activities.
  • Statement Reconciliation: Reconcile purchase card statements and enter financial commitment information into financial management systems for accurate record maintenance.
  • Travel Coordination: Coordinate travel arrangements with staff and travel representatives while preparing travel orders and processing reimbursement documentation for authorized travelers.
  • Meeting Logistics: Plan and support on-site and off-site meetings by coordinating logistics, schedules, materials, and operational requirements for successful event execution.
  • Procurement Support: Draft procurement requests for supplies and services according to program guidance while preparing complete acquisition request documentation packages.
  • Resource Scheduling: Schedule and support meeting resources while coordinating with staff members to minimize scheduling conflicts and improve resource availability.
  • Communication Coordination: Coordinate the flow of written and verbal communications between internal management teams and external constituents to support operational activities.
  • Workflow Tracking: Track deadlines and assist management with workflow coordination to ensure data calls and assigned deliverables meet required submission timelines.
  • Administrative Operations: Maintain organized administrative records and support financial, procurement, travel, and communication activities to ensure efficient office operations.

3. Administrative Support Assistant Overview

  • Content Management: Develop website content and manage initiatives that support wellness, inclusion, outreach, and departmental communication priorities.
  • Research Support: Research new ideas, gather data, and support content planning for programs, events, and administrative initiatives.
  • Event Coordination: Interface with the Dean's Office to plan events related to college wellness and inclusion initiatives.
  • Calendar Management: Manage calendars for wellness and inclusion meetings, record notes, define action items, and support follow-up coordination.
  • Website Administration: Create and manage website sections while disseminating relevant information to the college community.
  • Web Optimization: Update website design and content, implement requested changes, and optimize webpages in response to leadership needs.
  • Communication Outreach: Publicize activities, educational programs, and research to internal and external audiences through coordinated communication support.
  • Marketing Materials: Develop and publish advertising materials for programs, events, initiatives, and departmental outreach activities.
  • Social Media: Coordinate social media accounts by soliciting, editing, posting, and organizing content for audience engagement.
  • Stakeholder Collaboration: Work with faculty, staff, students, alumni, and stakeholders to identify content for marketing and outreach efforts.
  • News Coordination: Gather and disseminate department submissions for news releases, newsletters, website news, and broader communication channels.
  • Document Archiving: Route communication materials for review and archive approved materials in a central repository for organized recordkeeping.

4. Administrative Support Assistant Details and Accountabilities

  • Meeting Coordination: Organize logistics for calls and meetings by sending scheduling polls, invitations, reminders, follow-ups, and coordination updates.
  • Calendar Support: Assist with maintaining calendars for program staff and management while scheduling appointments, meetings, and calls.
  • Member Assistance: Provide administrative assistance to member support by drafting contracts, collecting institutional information, preparing payments, and monitoring funds.
  • Database Management: Update membership-related information regularly in team databases and tools using technical input from Program Officers.
  • Report Preparation: Support report and presentation preparation through drafting, layout design, copy-editing, formatting, and document refinement.
  • Call Documentation: Attend and document necessary internal and external calls by taking notes and recording key discussion points.
  • Webinar Support: Support Program Officers with webinar organization, registration, member notifications, follow-up reminders, and documentation.
  • Technical Assistance: Offer technical assistance during webinars by setting up interpretation, enabling captions, moderating chat, and sharing materials.
  • Feedback Coordination: Follow up on requests for comments and feedback with the program team to support timely input collection.
  • Translation Support: Coordinate translation of communication materials to ensure members can access resources within the community.
  • Event Logistics: Provide logistics support for planning and executing in-person meetings, convenings, and other engagement opportunities.

5. Administrative Support Assistant Tasks

  • Event Coordination: Organize speakers, logistics, catering, audiovisual needs, facilities, space, equipment, and itineraries for departmental events.
  • Content Creation: Create and manage promotional materials, advertisements, newsletters, social media content, and departmental communication outputs.
  • Program Implementation: Coordinate and implement departmental events while ensuring activities follow applicable institutional rules, procedures, and administrative requirements.
  • Web Management: Manage and update departmental webpages while working with faculty to maintain current webpage content and CV information.
  • Meeting Documentation: Attend recurring faculty and staff meetings, record minutes, define action items, and share follow-up information with participants.
  • Calendar Coordination: Manage the Chair's calendar and coordinate schedules, visits, meetings, and event arrangements for students, faculty, and visitors.
  • Application Support: Organize applications and contact applicants regularly to request missing materials and support complete application file maintenance.
  • Inquiry Response: Respond to program inquiries by phone and email while directing questions, messages, and requests to appropriate staff.
  • Academic Coordination: Meet with the Academic Program Specialist weekly to coordinate academic activities, administrative priorities, and program support needs.
  • Administrative Assistance: Provide administrative support to the Dean of Faculty Development, Cultural Affairs, and Wellness Programs and related education staff.
  • Committee Participation: Serve on the Wellness Program Committee, attend wellness meetings, report updates to the Associate Dean, and disseminate information.
  • Email Management: Monitor shared email accounts and forward inquiries to the correct staff to support timely communication and response handling.

Editorial Process and Content Quality

This content is developed by the Lamwork Editorial Team using structured analysis of real-world job data, skill requirements, and hiring patterns.

Research framework by Lam Nguyen, Founder & Editorial Lead.

Reviewed by Thanh Huyen, Managing Editor.

Learn more about our editorial standards.

Relevant Information
What Does An Administrative Support Specialist Do?