Executive Assistant

Job Profile Summary

Make sure to read the full description below, and please apply immediately if you are confident you meet all the requirements.

Under limited supervision, the Executive Assistant will provide a diverse range of support activities for a department, which requires 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.

Duties include performing day-to-day operations of answering phones, assisting visitors, preparing departmental requisitions, disbursements and purchase orders, communicating with outside vendors, creating and preparing correspondence, scheduling meetings, providing assistance with project planning and research, preparing travel arrangements, and processing payroll.

Minimum Education

• Associate's Degree required. Bachelor's Degree preferred.
• An equivalent combination of experience and education may be considered.

Minimum Experience / Training

• Five years of administrative, office, or related experience required.
• Prior light bookkeeping and office management experience desirable; administrative support experience preferred.
• Excellent organization and administrative skills required.
• Must have the ability to communicate accurate information to vendors and relate with a highly skilled staff. The ability to multi-task is essential.
• Knowledge of basic bookkeeping principles and office management best practices preferred.

Essential Functions

Daily 30% : Oversees and / or performs a range of diverse administrative activities for the department or organizational unit;

serves as a central point of liaison with other departments and external constituencies in the resolution of a variety of day-to-day matters concerning the unit.

• Daily - 20% : Utilizes knowledge and understanding of underlying operational issues to create, compose, and edit technical and / or administrative correspondence and documentation.
• Daily 10% : Assists in administrative problem solving, program / project planning, development, and execution of stated goals and objectives.
• Daily - 10% : Responds to inquiries requiring a general understanding of work-area policies and procedures. Ensures inquiries are addressed and resolved in a timely manner.
• Daily 5% : Sorts and distributes mail and materials within own or local offices. Distributes all incoming deliveries from UPS, FedEx, Interoffice, or any similarly delivered packages.
• Daily 10% : Provides and / or oversees support activities for the unit such as answering telephones, assisting and resolving problems and inquiries of visitors, reviewing and controlling incoming and outgoing correspondence, and following up on operational commitments.
• Daily 5% : Establishes, updates, and maintains unit's files, inventories, and records; implements and maintains data management systems, as required.
• Daily 5% : Schedules complex appointments, meetings, and travel arrangements working with multiple calendars and constituents.
• Other 5% : Performs other related duties as required.

Knowledge, Skills And Abilities

• Trains and coordinates work of lower-level, office support staff, student employees, and / or temporary staff.
• Ability to multi-task and oversee multiple initiatives and projects for the department / unit.
• Advanced computer software skills required. Easily navigates the Internet; performs searches.
• Requires general 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 College and understand own role relative to all areas.
• Excellent interpersonal and communication skills in order to represent the work area and the larger Broward community.
• Knowledge of Microsoft Office products required.

Job Title

Executive Assistant

Position Number

P0005290

Job Status

Full time Regular

Department

Central Student Affairs

Location

Central Campus

Pay Grade

Salary

$41,262 - $47,451 (Salary rate commensurate with education and experience)

Work Shift

First Shift

Work Schedule

Monday-Friday / Weekends / Varies

Hours Per Week

Posting End Date

Open Until Filled

Comments

To be considered for this position, a completed online employment application form along with a resume are required.

Designated Essential Personnel

FLSA Status

Non-Exempt

Position Classification

Professional Technical Staff (PTS)

Special Instructions To Applicant

For positions requiring a degree, the official transcripts are required upon hire. An unofficial copy of the degree / transcript is acceptable during the application process and must be attached to the online application.

If unable to attach the documentation, please email document to [email protected] or fax to 954-201-7612, stating clearly the position name(s) and position number(s) the transcript is to be attached to.

Disclaimer

The intent of this description is to illustrate the types of duties and responsibilities that will be required of positions given this title and should not be interpreted of describe all the specific duties and responsibilities that may be required in any particular position.

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