Senior Executive Assistant

Job Profile Summary

Under limited supervision the purpose of the job is to provide and oversee a diverse range of support activities for a department, which require specialized knowledge and comprehensive administrative, organizational, and operational skills. Employees in this classification are responsible for participating in operational planning and coordinating the development and administration of departmental operating policies and procedures. Composes and/or assists in the development of manuals, grant proposals, and/or similar documents.

Serves as an administrative liaison with internal departments and outside agencies, as required. Trains, supervises, and evaluates administrative staff engaged in various support activities. Performs related work as directed.

Minimum Education:

* Associate degree required. Bachelor's degree strongly preferred.

* An equivalent combination of experience and education may be considered.

Minimum Experience/Training:

* At least seven years of general administrative support, office, or related experience required. Three years must be at the executive/office management level. Two years of direct supervisory or lead experience required. Experience in a higher education setting preferred.

Essential Functions:

* Daily - 10%:
Responsible for the protection and safe-keeping of confidential data acquired during the course of work using discretion and judgment regarding payroll, salary or related issues.

* Daily - 10%:

Performs complex and diverse duties in support of a work area or group of individuals, programs and projects which requires interpretation and resolutions of highly varied situations and problems.

* Daily - 10%:
Composes and edits internal and external correspondence and documents including Power Point presentations, desktop publishing, Excel spreadsheets and tables.

* Other As needed - 10%:
Coordinates initiatives such as grant proposals and site visits. May be involved with research and document preparation for accreditation and institutional effectiveness, etc. May update department webpages.

* Daily - 10%:
Monitors and orders inventory. Establishes supply budgets; selects vendors, uses signature, and authorizes purchases. Responsible for staying within budget and following budgetary guidelines; participates in the planning of budgets.

* Other As needed - 10%:
Plans and coordinates short-term and future high profile events. Typically creates such events from scratch. This includes invitations developed with designer and preparation/development of tentative guest lists. Planning typically requires coordination and input from multiple people/units. May represent work area at such events.

* Daily - 15%:
Schedules complex appointments, answers phone, meetings, and travel arrangements working with multiple calendars and constituents; attends meetings; records, interprets, and distributes minutes from said meetings.

* Daily- 10%:
Working with leadership, drafts, monitors, and reconciles budgets. Investigates and reconciles accounting statements, fixes discrepancies, maintains personnel commitments, checks salaries, performs projections for individual accounts, monitors spending limits. Prepares and processes purchasing and accounting forms.

* Daily - 5%:
Delegates to and follows-up on work of others. Trains others regarding policies and procedures. May audit work of others for accuracy. May assist in the hiring decision for lower-level staff.

* Other As needed - 10%:
Performs other related duties as required, including work performed at lower levels, when necessary.

Knowledge, Skills, and Abilities:

* Advanced PowerPoint skills.

* Ability to train and coordinates work of lower-level, office support staff, student employees, and/or temporary staff

* Ability to compose and/or assist in the development of manuals, annual reports, and/or similar documents.

* Requires office management and supervisory skills. Requires thorough understanding of own work and how it impacts operations outside own work unit.

* Ability to recognize needs of unit and how it impacts other areas at Broward and understand own role relative to all areas.

* Advanced and varied computer software skills…