Administrative Assistant – Front of House

Job Title: Administrative Assistant – Front of House

Reports to: Associate Vice president of Operations & HR

Location: Larkin University – Miami campus

Employment Type: Full Time

Department: Human Resources

Position Summary:

This role serves as the primary point of contact for Larkin University’s executive suite, supporting the C-suite, while also managing front-of-house duties. The ideal candidate will balance professional administrative support with friendly, efficient reception services in our Miami campus environment.

Key Responsibilities:

1. Front Office & Reception
- Be the welcoming face: greet visitors, verify identities, direct them, and notify the appropriate executive.
- Answer and manage incoming calls and emails for the executive offices.
- Handle mail and deliveries, sorting, distributing, and managing outbound shipments.
- Maintain a clean, organized reception area and lobby.
- Schedule meeting rooms, assist with parking guidance, and support basic office logistics.
1. Administrative Executive Support
- Manage executive calendars, schedule and coordinate meetings, and handle appointment confirmations.
- Assist with travel arrangements, booking transportation, hotel, and creating itinerary materials.
- Prepare correspondence, memos, and presentations with professionalism and discretion. Take minutes during meetings, prepare agendas, and follow up with distribution as needed.
1. Office Operations & Coordination
- Monitor and order office supplies ensuring consistent inventory levels.
- Perform basic data entry, document filing, and record maintenance.
- Assist with shared departmental administrative tasks and ad-hoc projects.
1. Guest & Communication Support
- Serve as a liaison between executives, staff, students, and external stakeholders.
- Address inquiries in person, by phone, or via email, escalating sensitive matters to the appropriate executive.
Other duties
Required Skills & Attributes
- Previous administrative or front desk experience, especially within higher education preferred.
- Exceptional interpersonal, communication, and multitasking abilities.
- Strong organizational skills and attention to detail.
- Tech-savvy, with proficiency in Microsoft Office and related tools.
- Discretion in handling confidential information.
- Ability to balance greeting responsibilities with deep focus for administrative tasks.
Working Conditions:
- Full-time, onsite position at Larkin University’s Miami campus.
- Hybrid responsibilities require balancing front-of-house reception duties with administrative tasks.
- Fast-paced environment with frequent interactions with students, staff, faculty, and external stakeholders.
- Must be able to sit or stand for extended periods and occasionally lift office supplies or packages (up to 20 lbs).
- Occasional after-hours or special event support may be required.

Qualifications:

High school diploma required; Associate’s or Bachelor’s degree preferred.
Minimum 2–3 years of experience in administrative support, office management, or reception roles.
Strong interpersonal, communication, and organizational skills.
Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and general office technology.
Ability to maintain discretion and handle confidential information professionally.
Comfortable multitasking and prioritizing in a dynamic, fast-paced environment.
Experience in higher education or academic office environments is a plus.

EEO/AA Statement

Larkin University is committed to the principles and practices of equal employment opportunity and especially encourages applications by those from underrepresented groups. It is the University’s policy to provide equal opportunity and access to persons in all job titles without regard to race, ethnicity, color, national origin, age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.

Diversity Statement

Larkin University is dedicated to building a diverse community of individuals who are committed to contributing to an inclusive environment – fostering respect for all and welcoming individuals from

Application Process and Requirement

Qualified applicants are required to send a single PDF document consisting of a letter of interest, curriculum vitae/resume, and names and contact information of three references. References will only be contacted for final candidates. Submit required documentation to,
Human Resources
hr@larkin.edu