Executive Assistant

Job Profile Summary

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.

This position allows eligible veterans and their spouses to claim Veterans’ Preference pursuant to Florida Statute 295. 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.

Applicants claiming preference are responsible for providing required documentation at the time of submitting application.

For information on obtaining a DD 214 visit or call 1-866-272-6272.

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, review and control of incoming and outgoing correspondence, and follow-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.

Competencies : Respect for Others

Respect for Others

Demonstrates respect for team members and constituents by valuing their contributions toward the goals of the work unit and the College.

Maintains professionalism and contributes to a cohesive work environment

Teamwork

Cooperates and collaborates with individuals & groups that supports the mission and values of the College

Works effectively with all individuals and contributes to a positive environment by working with a diverse population of students, faculty, staff and external constituents.

Contributes to an inclusive, respectful, and empowering working environment that welcomes varying perspectives

Flexibility & Adaptability

Adapts approaches as situations in the work environment changes. Supports change based on the environmental needs, emerging technologies, and system upgrades

Technical Expertise

Effectively applies concepts, theories, methods, tools, techniques, and expertise in administrative and clerical support

Continuous Improvement & Learning

Actively develops one's own skills and explores opportunities for personal learning and continuous development within the job's functionality and in support of the goals and mission of the department, division and College

Job Title

Executive Assistant

Position Number

P0069114

Job Status

Full time Regular

Department

North Business Affairs

Location

North 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