Executive Assistant, Office Provost

Position: Executive Assistant, Office of the Provost
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Position Summary:

The Office of the Provost at Florida Atlantic University is seeking an Executive Assistant - Boca Raton, FL.

The Executive Assistant provides advanced administrative, operational, and executive-level support to the Provost and plays a critical role in the effective functioning of the Office of the Provost. This position coordinates executive calendars, meetings, communications, and office operations while supporting workflow, collaboration, and strategic priorities across Academic Affairs. The role requires a high level of discretion, organization, and professionalism in a fast-paced, complex academic environment.

Summary of Responsibilities:

Executive Support and Coordination:

+ Manage and coordinate executive calendars, including scheduling meetings, prioritizing requests, and aligning commitments with established priorities.

+ Coordinate meeting logistics, including agendas, materials, and follow-up actions, to support efficient time management and meeting effectiveness.

+ Prepare and compile briefing materials and background information for meetings, events, and engagements.

+ Track key deadlines, meetings, and action items to support day-to-day activities and timely follow-up.

+ Provide administrative and scheduling support to senior leaders within the Office of the Provost, as assigned.

Office Operations and Administrative Support:

+ Support the day-to-day administrative operations of the Office of the Provost, including management of shared spaces, office supplies, and basic equipment needs.

+ Coordinate with university units, including Information Technology and Facilities, to address operational needs and maintain a functional work environment.

+ Organize and maintain records, files, shared drives, and administrative systems to ensure accuracy, accessibility, and compliance with university policies.

+ Provide administrative support across the Office of the Provost to facilitate coordination and continuity of operations.

Meetings, Events, and Engagements:

+ Plan, coordinate, and support meetings and events hosted by the Office of the Provost, including logistics, space reservations, technology setup, and vendor coordination.

+ Coordinate communication with internal and external stakeholders related to meetings, events, and initiatives.

Communications and Correspondence:

+ Serve as a primary point of contact for the Office of the Provost, responding to inquiries and routing matters to appropriate individuals or offices.

+ Draft, edit, and distribute correspondence, communications, and materials on behalf of the Provost and the Office of the Provost.

+ Maintain distribution lists and support communication processes to ensure timely and accurate dissemination of information.

Financial and Travel Coordination:

+ Coordinate travel arrangements and related logistics, including itineraries and supporting documentation.

+ Support administrative financial processes, including invoice tracking, reconciliation, and coordination with appropriate university offices.

+ Assist with budget-related administrative activities, as assigned.

Process Improvement and Special Projects:

+ Support improvements to administrative processes, workflows, and office procedures to enhance operational efficiency.

+ Participate in special projects and perform additional duties as assigned in support of the Office of the Provost and Academic Affairs.

+ Perform other job-related duties as assigned.

FAU Benefits and Perks

If Benefits & Perks are important to you, then FAU is the place to be! Working at FAU has its perks! In addition to helping drive change and having a positive impact by supporting our students, staff, and faculty, FAU offers:

+ Excellent benefit packages including Medical (PPO/HMO $50 per month single & $180 per month family), Dental, Vision, Life Insurance, Flexible Spending plans, Employee Assistance Program (EAP) and much more.

+ State retirement options including…