Administrative Assistant

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.

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

• 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 technology industries. 

Today, our faculty, researchers and professional staff are advancing innovation across aviation, space, artificial intelligence, cybersecurity, autonomous systems and next-generation engineering. Working alongside industry leaders, government agencies and innovators, they are solving real-world challenges and shaping the technologies that will define tomorrow. 

Whether you are an educator, researcher, administrator, technologist or industry professional, your work at Embry-Riddle will contribute to something bigger than a job. Join a community driven by discovery, purpose and excellence—and help shape the future of aerospace. 

Perks Await You at Embry-Riddle!   

• Generous Time Off: Enjoy 9+ paid holidays, including the day after Thanksgiving and the week between Christmas Eve and New Year’s Day. 

• Tuition Coverage: Get 100% tuition coverage for yourself for one undergraduate and one graduate degree, and discounted rates for your spouse and dependent children up to age 26. 

• Retirement Contributions: ERAU contributes 6% of your base salary to your retirement plan and offers a 4% matching contribution – with no vesting period. 

• Personal Leave: Relax with 15 days of personal leave for non-exempt employees or 18 days for exempt full-time employees in your first year.  

 Compensation 

 
The hourly range for this role is $16.00 to $18.00. The final offer will be based on the candidate’s skills, qualifications, and experience, as well as applicable state regulations, internal equity, and business needs, and may fall outside of the stated range. 

Required Education

• Ability to read, write, and follow instructions and complete administrative forms

• High school diploma or GED equivalent

• Additional formal training or certification (6–18 months post-secondary education preferred)

• Associate’s degree or equivalent post-secondary education preferred

Required Experience

• 3–5 years of administrative or office support experience in a professional environment

Required Skills, Knowledge & Abilities

• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Access)

• Ability to manage multiple priorities and meet deadlines

• Strong organizational and analytical skills

• Experience with SharePoint or document management systems preferred

• Ability to communicate effectively in English (written and verbal)

• German language proficiency preferred

• Strong interpersonal skills with ability to work across international teams

• Ability to maintain confidentiality and handle sensitive information

Preferred Qualifications:

• Applicants with existing Individual Logistical Support (ILS) under Status of Forces Agreement (SOFA)

Required Competencies

• Ability to follow instructions and maintain attention to detail

• Strong time management and ability to prioritize effectively

• Ability to manage multiple tasks simultaneously

• Ability to work independently with minimal supervision

• Strong problem-solving and decision-making within established guidelines

• Ability to interact professionally with internal and external stakeholders

Physical & Work Requirements

• Office-based role with minimal exposure to environmental hazards

• Occasional lifting up to 10–25 pounds

• Frequent sitting and computer use

• Occasional travel and use of personal vehicle (POV required in Germany

To submit your application for this opportunity, please visit the Embry-Riddle Career Site and search for requisition number R311682. Please attach all relevant materials to your application when you apply online. Complete submissions include: 

• Cover letter 

• Full CV 

• Contact information for at least three professional references (please note that references may be contacted as part of the interview/screening process) 

Current Embry-Riddle employees: Please apply directly through the ERAU Employee Hub Central application within Workday. 

Embry-Riddle is committed to fostering a workplace where all individuals are valued and respected. We strive to ensure that all faculty, staff, and students are treated fairly and provided equal opportunities for employment, advancement, compensation, training, and other benefits of employment. Embry-Riddle makes employment decisions — including hiring, promotions, compensation, and other terms of employment — based on individual merit, qualifications, and abilities. Embry Riddle is strongly opposed to discrimination and harassment, and such behavior is prohibited by university policy. Embry Riddle does not discriminate on the basis of race, color, national origin, sex, disability, veteran status, predisposing genetic characteristics, age, religion, or pregnancy status, or any other status protected by federal, state, or local law, in its employment, educational programs, admissions policies, financial aid, or other school-administered programs or activities. For further information, please visit our website.  

Embry-Riddle is not seeking assistance from staffing or recruitment agencies. All agencies are directed to contact [email protected] and should not reach out to hiring managers or staff.