Job Description

The Opportunity

This position provides comprehensive administrative support for the International Operations Headquarters (HQ) Office located in Kaiserslautern, Germany. The Administrative Assistant ensures the efficient day-to-day operation of the office while maintaining compliance with University and Worldwide standards, procedures, and expectations.

The role serves as a central point of coordination between the International HQ office, regional campuses, and Worldwide headquarters. The incumbent supports leadership by managing administrative processes, maintaining documentation and records, coordinating communication, and assisting with operational and event-related activities.

The position also promotes a positive institutional image by supporting internal and external stakeholders, including Department of Defense representatives and education services personnel. The incumbent contributes to a professional, service-oriented environment that supports academic quality and operational excellence across international campuses.

Key Responsibilities / Essential Job Functions

Administrative Coordination & Office Operations

• Serve as the primary administrative point of contact for HQ office operations and University policies and procedures
• Maintain communication with international campuses and Worldwide headquarters
• Coordinate and track administrative deliverables such as continuity binders, equipment inventories, emergency preparedness plans, and campus communications platforms
• Ensure consistency with institutional standards across international offices

Executive & Leadership Support

• Provide direct administrative support to the Executive Director and leadership team
• Coordinate calendars, meetings, and appointments
• Prepare reports, presentations, and PowerPoint materials
• Compile and organize data for leadership use
• Maintain task tracking systems with deadlines and follow-up requirements
• Coordinate with vendors for office maintenance and operational needs

Contract Compliance & Reporting Support

• Assist with tracking and documentation of Tri-Services contract deliverables
• Support data entry, spreadsheets, and reporting functions
• Process documentation related to DoD identification cards and foreign travel approvals
• Maintain and organize SharePoint files and shared documentation systems

Office Administration & Communications

• Perform general administrative duties including mail distribution, filing, data entry, and correspondence
• Maintain electronic and physical records in accordance with University standards
• Coordinate with external partners and local vendors in Germany
• Support office logistics requiring use of a personal vehicle when necessary

Event Planning & Coordination

• Coordinate logistics for major events including graduations, training programs, and campus visits
• Arrange travel, lodging, transportation, and hospitality services
• Liaise with vendors and internal departments to support event execution
• Provide operational support for campus-hosted events and official visits
• Collaborate with the Chancellor’s Office and other leadership units as needed

Secondary Duties

• Support faculty and campus teams with administrative assistance as needed
• Assist with scheduling training programs and coordinating expense processing
• Provide general support to international campuses as assigned About us

For nearly 100 years, Embry-Riddle has been the world's leading aviation and aerospace university, educating more than 30,000 students across residential campuses in Daytona Beach, Florida, and Prescott, Arizona, as well as through a global network of Worldwide locations and online programs. With more than 165,000 alumni around the world, our impact reaches every corner of the aerospace, aviation, defense and techno