Executive Assistant, Office of the President

Palm Beach Atlantic University • FL

111d

About The Position

In support of the university’s mission and objectives, the Executive Assistant oversees the office operations and provides administrative support within the Office of the President, including calendar management, travel coordination, handling communications, and processing expenses.

Requirements

• Post high school training required; Bachelor's degree preferred, or equivalent experience.
• 5+ years’ experience as an executive level assistant supporting senior leadership, with demonstrated ability to manage complex schedules, confidential information, and high-level communications.
• Proficient in Microsoft Office Suite, including Outlook, Word, Excel, and Teams.
• Familiarity with the following systems is preferred: Works, Jenzabar, and Paycom.

Responsibilities

• Manages the President’s schedule to ensure efficient time management by prioritizing meeting requests, coordinating complex schedule needs and following up on pending appointments.
• Coordinates and confirms appointments with internal and external stakeholders to support the President’s engagement priorities and ensure timely communication.
• Ensures the President is fully prepared for meetings, events, and engagements by preparing briefing materials, reports, and presentations to support meetings and decision-making.
• Provides reminders and updates about upcoming appointments and events.
• Adapts schedules to accommodate last-minute changes or urgent meetings.
• Communicates scheduling changes and provides necessary materials in advance.
• Drafts, edits, and manages correspondence with internal and external stakeholders.
• Proactively anticipates travel needs and addresses any potential issues or adjustments preemptively.
• Maintains the President’s address book, updating contact information promptly to support scheduling and communication.
• Arranges complex travel logistics and coordinates detailed travel itineraries including flights, accommodations, and ground transportation.
• Handles dining reservations and itinerary planning for business travel.
• Ensures compliance with travel policies and budget guidelines.
• Anticipates travel needs and provides thorough briefings in advance of trips.
• Arranges and documents appropriate travel reimbursements, ensuring all information is submitted accurately and timely.
• Manages daily front desk operations, providing a warm welcome to guests.
• Serves as the primary point of contact for individuals seeking access to the President.
• Maintains a professional, welcoming, and efficient office environment.
• Handles President’s correspondence, including answering calls, emails, and mail.
• Oversees office supplies, conference room maintenance, and Cater suite upkeep.
• Coordinates catering orders, parking reservations, and event logistics.
• Coordinates with internal departments to address office needs and ensure seamless cross-functional operations.
• Coordinates and provides administrative support to implement systems, policies, and procedures to ensure smooth, efficient, and transparent office operations.
• Assists in developing, implementing, and tracking major projects.
• Maintains accurate records and ensures timely submission with proper documentation.
• Implements and manages an organized filing system for both electronic and physical documents, supporting digitization and process improvements where feasible.
• Regularly reviews and updates files to ensure accuracy and completeness.
• Handles sensitive information including personnel, financial, and institutional data, with discretion and maintains confidentiality, ensuring secure communication, storage, and timely submission in accordance with university policies.
• Processes and manages invoices, reimbursements, and reports for the Office of the President using Paycom, Works, and Jenzabar.
• Ensures timely and accurate submission of expense-related documentation, maintaining compliance with the university’s financial policies and procedures.
• Drafts, edits, and manages written communications including emails, letters, reports, acknowledgments, and cards for internal use and external stakeholders.
• Prepares and delivers materials, briefings, and background information for the President’s meetings and engagements.
• Coordinates meetings with donors and high-level external partners, including scheduling, logistics, and preparation of relevant materials.
• Maintains accurate records of communications and engagement, including updates to the Raisers Edge Database, to support relationship management.
• Identifies and prioritizes incoming communication, escalating urgent matters and responding to general inquiries on behalf of the President or routing them appropriately.
• Develops and maintains relationships with key stakeholders, including donors, colleagues, and community partners, to support strategic initiatives.
• Assists in planning and executing external-facing events, receptions, and meetings with stakeholders.
• Facilitates connections among internal and external parties to strengthen collaboration and engagement.
• Collects and analyzes donor feedback to enhance engagement strategies and improve overall experiences.
• Tracks donor relationship progress in Raisers Edge, ensuring accurate documentation of engagement history and cultivation efforts.

What This Job Offers

• Job Type: Full-time
• Education Level: No Education Listed