Executive Administrative Assistant

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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 TeamDynamix 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 the specific tasks assigned to the position. The minimum base pay for this position starts at $19.52/ hr, however, the offer may vary based on the candidate’s education and experience. Certain servicemembers and veterans, and the spouses and family members of such servicemembers and veterans, receive preference and priority. Certain servicemembers may be eligible to receive waivers for postsecondary educational requirements, in the employment by the state and its political subdivisions and are encouraged to apply for the positions being filled. The posting is open until filled with an initial review date of March 4, 2026. Wait, there is more! Culture: Be part of an inclusive, Panther First environment where every role has a purpose, and employees have a sense of belonging. Education Benefits: Tuition fee waiver at PBSC, tuition reimbursement, degree recognition award, educational leave, and more. Public Service Loan Forgiveness institution. Health and Wellness: Medical, dental, vision, disability, life insurance, parental leave, and more. Generous Time Off: Vacation, sick leave, holidays, and spring and winter breaks offering additional paid time off. Panther Perks: Potential remote or hybrid opportunities, wellness programs, and apps related to stress management, nutrition, meditation, and more. Professional Development: Leadership programs, professional learning workshops, and more. Retirement Investments: State retirement plan options and voluntary 403(b) and 457 plans. READY TO APPLY? Here's your application preparation! Please review the following information to apply for a position at Palm Beach State College: Carefully review the minimum qualifications advertised for the available position, as only applicants meeting the minimum requirements will be considered. Background Check/ Drug Screen may be required based on the specific requirements of the position for which the application is being submitted. Employment is contingent upon passing a drug test and completing a criminal background investigation. An essential goal of the Office of Human Resources is to respond to all applicants once a selection is made. Please take notice of the position closing date advertised. Whenever positions are filled, the Office of Human Resources responds to all applicants who have submitted applications. The College conducts its employment activity within the State of Florida except for occasional brief and temporary pre-approved periods related to college travel. Application Deadline This position is open until filled About the College Palm Beach State College, Florida's first public community college, was founded in 1933 and has grown to become the largest institution of higher education in Palm Beach County. Currently serving a richly diverse student population of 49,000 annually, the College offers classes at five locations and offers bachelor's and associate degrees, professional certificates, and workforce development programs. With over 1,200 full-time employees, Palm Beach State College offers a highly attractive benefits package including health insurance, a retirement program, tuition assistance, and paid time off. An Equal Access/Equal Opportunity/Veteran Preference/ADA Employer Per the Florida Open Records and Public Meeting Laws (286.011), also known as "the Sunshine Laws," all correspondence received from applicants for any position with the College is a matter of public record. Palm Beach State College is an equal access, equal opportunity institution. The College complies with all state and federal laws granting rights to applicants for employment or admission to the College. The College prohibits unlawful discrimination on the basis of race, color, creed, ethnicity, national origin, gender, sexual orientation, age, religion, marital status, veteran status, disability, or pregnancy in any of its employment or educational programs or activities. Applicants who believe they have been discriminated against in the recruitment process should contact the Human Resources and Compliance Director or Chief Human Resources Officer at (561) 868-3114 or 4200 Congress Avenue, Lake Worth, FL 33461. Written complaints must be filed within 180 days from the position's closing date for which the applicant applied. Claims will be investigated, and a timely response will be provided. The College prohibits retaliation against any applicant who utilizes the complaint procedure. Accommodations Federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please tell us if you need a reasonable accommodation to apply for a job or to perform your job by contacting the Human Resources and Compliance Director at (561) 868-3114 for assistance.