Administrative Assistant – Student Success Services, Legal
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Job Description
Administrative Assistant supporting National University’s student services and legal operations. Coordinating schedules, invoices, contracts, events, travel, records, and legal-document administration remotely in San Diego.
Responsibilities:
- Provides administrative and operational support across multiple teams in a shared services capacity
- Supports invoicing and payment processing, including submitting invoices to Accounts Payable and tracking status
- Assists with contract processing by routing documents for review and signature
- Provides calendar and scheduling support for AVPs and leaders, including coordinating meetings and managing logistics
- Coordinates onsite events and meetings, including room reservations, food orders, and general event logistics
- Manages travel coordination and conference registrations
- Supports purchasing activities, Amazon ordering, supply requests, and expense reports
- Assists with corporate food delivery accounts for team meetings and events
- Serves as backup administrative support for other teams
- Responds to routine inquiries and provides general administrative assistance
- Maintains organized records, files, and documentation
- Supports preparation, formatting, proofreading, editing, assembly, pagination, and distribution of legal documents
- Maintains and retrieves electronic and physical files and assists with document routing, signature coordination, mail transmissions, and special handling
- Prepares materials and supports coordination of team meetings
- Performs other administrative duties as assigned
Requirements:
- Bachelor’s degree in any field preferred
- Three (3) years relevant experience in an administrative support role
- Preferred experience supporting a department within a university setting
- Experience in a legal setting is a plus
- Demonstrated ability to work effectively as a collaborative team member
- Strong organizational skills with attention to detail, accuracy, follow-through, and ability to manage multiple priorities
- Ability to build positive working relationships and communicate effectively with diverse internal stakeholders
- Working knowledge of office administration practices, systems, policies, and procedures, including purchasing, supplies, and basic inventory processes
- Ability to problem solve routine issues, gather information from standard sources, and follow established procedures
- Proficient in Microsoft Office applications: Word, Excel, Outlook, and PowerPoint
- Experience with enterprise systems preferred
- Demonstrated professional judgment, accountability, and reliability
- Ability to work independently in a cooperative, service-oriented, fast-paced environment with changing priorities
- Ability to handle sensitive, confidential, and legally privileged information with discretion and professionalism
- Candidate must reside in San Diego, CA
- Some travel 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
- Development and advancement opportunities
- Remote-first work perks
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