Executive Administrative Assistant

Join our team!

What We Offer At Palm Beach State College, you will discover a place where ideas come to life and the heartbeat of a county begins. By joining us, you will be exposed to professionals from across the U.S. and abroad who are the strivers, reinventors, explorers, and influencers dedicated to developing talent that fills the most needed workforce roles. As the Panthers, we embrace a community of belonging, caring, and connection for our students and employees.

We seek creative individuals to help PBSC fulfill its mission of inspiring hope, advancing skills, and transforming lives.

About this role Under limited supervision, responsible for providing high level administrative support by compiling information and preparing reports, compiling information requests, and performing relevant administrative support functions while maintaining confidentiality on all communications and matters in the department.

What a day of an Executive Administrative Assistant looks like:

Performs highly confidential administrative support duties that require broad and comprehensive knowledge of the organization’s policies and operations.

Monitors various projects to ensure maximum effectiveness and compliance. Assists with project assignments and tracking through the Team Dynamix system.

Answers, screens, researches, informs, advises, records, processes and follows-up on all customer requests efficiently and expeditiously as received by telephone, mail or personally from citizens, elected officials, agencies, and College faculty and staff.

Drafts responses on more complex correspondence under own signature. Informs supervisor of actions taken.

Acts as a liaison to a wide variety of College personnel among departments, functions, or groups, within the College.

Maintains and controls records. Including, but not limited to, database, logs, cost records, and general records.

Manages and maintains calendars by scheduling and confirming appointments and meetings, arranging meeting rooms or facilities, and posting college-wide calendar items on the college’s website.

Assists in the preparation of electronic purchase orders, expense reports, and budget transfers as needed.

Assists supervisor with record keeping, to include tracking funding, expenses, and related departmental records. Includes development and use of complex spreadsheets.

Acquires knowledge of other staff duties and serve as a backup, as necessary.

Performs other job-related duties as assigned.

We’d love to hear from you if you have the following:

Education and Experience:

High school diploma or GED with additional training related to the position

Three years related experience

Knowledge of:

Office management and administration

Microsoft Office Professional or similar applications

Skilled in:

Delivering a high level of customer service

Attention to detail while maintaining effective time and task management

Problem and situation analysis

Ability to:

Organize and prioritize multiple, competing priorities to maximize personal and team effectiveness

Effectively communicate verbally and in writing on a regular basis with internal and external customers, build relationships, manage customer expectations and take responsibility for a high level of service

Interact in a positive manner with diverse populations and varying education levels of students, faculty, staff, and the public

Maintain strict confidentiality and discretion

Licenses, Registration, Certifications, or

Special Requirements :

Regular physical attendance required

Work Environment and Physical Demand:

Reach and grasp objects

Stoop, bend, kneel, crouch, or crawl

Stand for extended periods of time

Use of video display terminal

Use of manual dexterity and fine motor skills

Communicate information orally and in writing

Receive and understand information through oral and written communication

Proofread and check documents for accuracy

Work a fluctuating work schedule

This job description is intended to be generic in nature and describe the essential functions of the job. It is not an exhaustive list of all duties and responsibilities. The essential duties, functions and responsibilities, and overtime eligibility may vary based on…