Senior Executive Assistant, Facilities Management

Senior Executive Assistant, Facilities Management

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…