Office Assistant

Your Role:

At CEA CAPA, you will be the central figure in ensuring the smooth and efficient operation of our CIS Abroad Easthampton office. As the Office Assistant , you will play a crucial role in managing office administration, coordinating events, and providing essential support to various teams. You will collaborate with dedicated professionals on tasks such as office management, handling mail, organizing office events, maintaining organization and stock levels, processing student transcripts, helping with student visa batch processing, sending marketing materials, etc. This position reports to the Vice President Outreach & Advising and will liaise with other team leaders.

What You’ll Do:

Mailing Administration

• Receive and distribute incoming mail and faxes (yes, occasionally we still receive a fax)
• Prepares and sends out marketing materials in conjunction with our Marketing and Outreach & Advising Teams
• Assembles and ships fair kits and Alumni Ambassador welcome packages 
• Alerts Marketing team of low inventory for marketing materials during busy recruitment season
• Process incoming checks following SOP guidelines
• Pick up mail at USPS that is on hold (e.g., checks requiring signatures), and drop off outgoing mail
  
  

Transcript and Visa Processing:

• Processes incoming visa letters and foreign transcripts
• Assists with batch visa processing, by mail or possibly in person at UMASS Amherst, or the Boston Consulates, as needed
• Send transcripts to US universities as requested by the International Operations Team
• Sends visa letters by mail to students as directed by the International Operations team
• Respond to urgent requests for transcripts, overnight Visa letter shipments, and miscellaneous file retrieval requests
  
  

Office Organization

• Manages any office maintenance with outsourced handypeople, building management, and cleaning staff, as needed
• Keeps the office tidy, organized and well stocked, and our cleaning crew accountable
• Manage inventory of hardware and software assets, including procurement and disposal processes
• Oversee office technology, including 4th-floor routers, and communicate with Phoenix or M&H (our tech management consulting company)
• Miscellaneous tasks and outside errands as needed - we never know what may pop up!
  
  

Event Coordination

• Organize office and obtain supplies for everyday use, events, and visitors
• Run point for scheduled office visitors - making sure they're welcomed with a tidy and ready office
• Coordinates transportation for office visitors from out of town
• Arrange and pick up food for the 1st Tuesday Lunch; organize office for holiday celebrations and parties when needed
• Fill in at local Study Abroad Fairs, ensuring a positive reflection of company values and CIS Abroad programming, and engaging positively with students
  
  

What Success Looks Like:

• 95% of marketing materials are sent on time and in budget
• Employee’s office feedback survey provides a rating of at least 4 of 5 stars
• Foreign transcripts and visa letters are processed within 48 hours after release
• Event feedback survey provides a rating of at least 4 of 5 stars
  
  

What Makes a Great Candidate:

• Some college education (junior status or Associate’s Degree )
• Excellent computer skills.  Strong knowledge of Google Suite or Microsoft.  Hubspot and Salesforce, a plus 
• Legal ability to work in the US without sponsorship
• Must be willing to undergo background check
• Reliable transportation for running errands
• Must be able to bend, maneuver, and lift up to 25 lbs
  
  

Core Competencies:

• Aptitude to thrive without a routine or daily supervision
• Strong attention to detail, follow-through, alignment to procedures & policy, and sense of accountability
• Efficient working style
• Ethical practice
• Team player with a rockin ’ sense of humor
• Ability to be flexible with excitement to change and grow in an innovative environment
• Proven ability to communicate (verbal and written) clearly
• Must have a positive attitude and enjoy the supportive nature of this role
• Outgoing, flexible, reliable, honest with an open mind
  
  

We believe great talent comes in many forms and that there is no one size fits all in hiring. If you feel you may be a great fit for this role but do not check all of the boxes, we encourage you to apply and show us why you're the right candidate for this position.

Who We Are:

CEA CAPA is a premier provider of transformative international education experiences, committed to empowering students to become thoughtful and thriving leaders through living and learning abroad. With a presence in 62 cities across 22 countries in Europe, Latin America, Asia, and Australia, we offer comprehensive study abroad and career readiness programs that integrate academic excellence and cultural immersion. Our global footprint includes 11 international study centers, and we proudly support over 10,000 students annually in partnership with more than 375 U.S. universities and over 50 international institutions. CEA CAPA is in a dynamic phase of growth and is powered by a global team of nearly 700 professionals who are deeply mission-driven and committed to creating inclusive, supportive and enriching environments that help students grow academically, personally and professionally. 

Why You’ll Love CEA CAPA:

• Wellness & Snacks (In-Office): Fresh Fruit Wednesdays, coffee bar, wellness room, and ergonomic workspaces.
• Time Off & Giving Back: 12 paid holidays, generous PTO, and up to 8 hours paid volunteer time—because balance matters.
• Support for Your Whole Life: Comprehensive health, dental, and vision coverage, benefits for domestic partners, paid parental leave, and compassionate time off for life events—because caring for your loved ones matters.
• Fun & Community: We encourage team connection and celebration, from office events to informal get-togethers and virtual hangouts—exact activities vary by team.
  
  

Our commitment to creating a sense of belonging means we welcome individuals of all abilities, ages, citizenships, educations, ethnicities, family statuses, gender identities, genders, genetic information, languages, marital status, military experiences, political views, pregnancy, races, religions, sexes, sexual orientations, socioeconomic statuses, and work experiences and therefore we encourage applicants from diverse lived experiences to apply.