Academic Administrative Assistant - (Hybrid, Part-Time)

Academic Administrative Assistant - (Hybrid, Part-Time)

Job Summary:

We are seeking a reliable and detail-oriented Administrative Assistant II to support a high-level Lab Manager within a fast-paced academic or research-focused team. This is a part-time, hybrid role (20 hours per week) with a set schedule: on-site Monday through Thursday, and remote on Fridays (8:00 AM–12:00 PM or 9:00 AM–1:00 PM). The ideal candidate will be comfortable managing sensitive communication, handling scheduling and travel logistics, and staying highly organized. Pay for this position is $25.00 per hour.

Key Responsibilities:

• Coordinate and schedule meetings, appointments, and complex travel (domestic and international)
• Manage the Lab Manager’s inbox, draft professional correspondence, and respond on their behalf
• Support event planning including virtual setup, participant coordination, and basic logistics
• Prepare and edit documents such as reports, presentations, and meeting minutes
• Maintain records, track budgets, and assist with purchasing and reimbursements
• Communicate with team members via WhatsApp and liaise with internal/external stakeholders

Qualifications:

• Minimum 3 years of experience supporting senior-level managers in a fast-paced environment
• Proven ability to handle communication with professionalism and discretion
• Proficient in calendar management and scheduling tools
• Comfortable using messaging apps like WhatsApp in a professional setting
• Strong written communication and organizational skills

Preferred Skills:

• Familiarity with Concur or similar travel management systems
• Experience managing a shared inbox or responding on behalf of others
• Comfort with meeting documentation and working in fast-paced, dynamic teams

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ProPivotal is an equal opportunity employer and considers qualified applicants for employment regardless of race, gender, gender identity, gender expression, age, color, religion, disability, veteran's status, sexual orientation, or any other protected factor.