Senior Executive Assistant, Facilities Management

Job Profile Summary

Broward College has entered a pivotal chapter with a bold vision to become the number one destination for academic excellence. We are seeking a highly capable, professional, and poised Senior Executive Assistant to provide high-level support, drive organizational efficiency, and serve as a trusted partner in the execution of strategic initiatives.

Under limited supervision, the Senior Executive Assistant provides advanced, high-level administrative and analytical support. This role requires strong judgment, attention to detail, and the ability to manage a wide range of operational and planning functions. The position serves as a strategic partner, supporting decision-making through data tracking, budget monitoring, and process improvement. The incumbent is expected to work independently and collaboratively to ensure organizational efficiency, maintain a high level of professionalism, and represent the office with a strong executive presence.

Minimum Education:

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

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

Minimum Experience/Training:

* Seven years of general administrative support, office, or related experience required. Three years must be at the executive/office management level. Experience in a higher education setting preferred.

Executive Support - 20%

* Provide executive-level administrative support to the Vice President of Facilities Management.

* Manage a complex executive calendar, prioritizing meetings, travel, conferences, and appointments based on changing operational priorities.

* Prepare executive correspondence, presentations, reports, briefing materials, and other professional documents.

* Monitor and prioritize executive communications, ensuring timely responses and follow-up on critical matters.

* Maintain strict confidentiality regarding personnel, legal, procurement, financial, contractual, and Board-related matters.

Executive Coordination and Customer Relations - 20%

* Serve as the primary point of contact for the Office of the Vice President of Facilities Management.

* Coordinate communications between executive leadership, College departments, campus leadership, consultants, contractors, architects, engineers, vendors, governmental agencies, and public officials.

* Resolve administrative issues independently while exercising professionalism, diplomacy, and sound judgment.

* Represent Facilities Management with exceptional customer service and executive presence.

Board and Executive Administration - 20%

* Coordinate Facilities Management agenda items for District Board of Trustees meetings.

* Prepare, review, and assemble Board agenda packages and supporting documentation.

* Monitor Board submission deadlines and contract approval schedules.

* Coordinate approvals with Legal Affairs, Procurement, Finance, and requesting departments.

* Assist with executive presentations and supporting materials for Board meetings, workshops, and executive leadership meetings.

* Track Board action items and ensure timely follow-up.

Meeting and Project Coordination - 10%

* Coordinate executive meetings, leadership meetings, retreats, vendor meetings, consultant interviews, campus visits, and special events.

* Prepare agendas, meeting minutes, presentation materials, and action item summaries.

* Monitor executive assignments and special projects to ensure deadlines are met.

* Coordinate administrative support for capital improvement projects, deferred maintenance initiatives, and departmental strategic initiatives.

Records and Document Management - 10%

* Maintain official executive files and administrative records in accordance with College records retention policies.

* Develop, organize, and maintain standardized filing systems using established filing nomenclature and document control procedures.

* Coordinate the organization, version control, distribution, and archival of contracts, construction documents, Board materials, capital project files, and executive correspondence.

* Ensure document accuracy, consistency, accessibility, and compliance with departmental standards.

* Maintain electronic and physical records using enterprise document management systems and shared repositories.

Administrative Leadership - 10%

* Coordinate workflow among administrative support staff within Facilities Management.

* Provide guidance regarding departmental administrative procedures and best practices.

* Assist with onboarding and orientation of new employees.

* Recommend administrative process improvements that increase efficiency and enhance customer service.

Financial and Operational Support - 10%

* Coordinate routing and tracking of contracts, purchase requests, invoices, travel authorizations, and other executive approvals.

* Assist with monitoring departmental budgets, procurement documentation, and financial reporting.

* Maintain tracking systems for executive approvals, contract status, Board actions, and departmental deadlines.

* Support…