Executive Assistant, Office of the Provost

Palm Beach Atlantic University•West Palm Beach, FL

20d•Onsite

About The Position

In support of the university’s mission and objectives, the Executive Assistant to the Provost and Chief Academic Officer oversees the Provost’s Office operations and provides high-level administrative support to the Provost, including calendar management, meeting preparation, project management, travel coordination, and communication. The Executive Assistant also serves as the key liaison between administrative offices, the Board of Trustees, and other constituency groups. Calendar, Scheduling, and Preparedness Manages the Provost’s schedule to ensure efficient time management by prioritizing meeting requests, coordinating complex schedule needs and following up on pending appointments. Communicates scheduling changes and provides necessary materials to meeting attendees in advance. Coordinates and confirms appointments with internal and external stakeholders to support the Provost’s engagement priorities and ensure timely communication. Ensures the Provost is prepared for meetings, events, and engagements by preparing briefing materials, reports, presentations to support meetings and decision-making, and providing reminders and updates about upcoming appointments and events. Adapts schedules to accommodate last-minute changes or time-sensitive meetings. Oversees travel itineraries (domestic and international) for the Provost. Anticipates travel needs and addresses any potential issues or adjustments preemptively. Communication and Project Management Assists in identifying project scopes, timelines, and deliverables related to the Provost’s initiatives. Monitors project progress and provides regular status updates to the Provost. Collaborates with school and administrative offices to ensure alignment and coordination of major projects. Drafts, edits, and manages correspondence with internal and external stakeholders. Maintains the Provost’s address book, updating contact information promptly to support scheduling and communication. Triages incoming calls and concerns, handling confidential or sensitive matters professionally. Researches, prioritizes, and follows up on incoming issues, offering appropriate responses and referrals. Assists with correspondence, presentations, and reports for the Provost. Builds strong relationships across campus, collaborating effectively with faculty, staff, administration, and students. Office and Operations Management Organizes and coordinates daily operations of the Office of the Provost, ensuring a professional and welcoming environment. Organizes digital and physical filing of official university documents in collaboration with the Academic Operations Manager. Attends meetings, records notes, and tracks action items for follow-up. Reports and Communication Collaborates with the University’s Marketing Department to align academic communication with university-wide messaging. Prepares academic updates by organizing and drafting compelling content for internal and external audiences. Assists with correspondence, presentations, and reports for the Provost. Project and Event Coordination Support Supports complex projects with multiple stakeholders in a fast-paced environment. Supports the coordination of academic events, ensuring smooth execution and branding consistency.

Requirements

Bachelor's degree in Communications, Organizational Leadership, Business Administration, or related field, required.
3+ years of experience in an administrative support role, required.
Customer Service Orientation – Keeps internal and/or external key stakeholder(s), students, parents, faculty, staff and community partners in mind at all times.
Teamwork & Collaboration – Creates a climate that fosters commitment to a common vision and shared values that promote cooperation and working together through trust and support of others both departmentally and cross-functionally.
Professionalism – Displays a high level of professionalism, e.g. timeliness, reliability, communication, and work ethic.
Christ-first Faith – Provides spiritual support to community members, including students, on their Christian faith journey.
Adaptable/Flexibility – Ability to change or adjust to change.
Analytical Thinking & Decision Making – Identifies and understands trends and/or issues, connects data points through analysis and logical conclusions/actionable strategies.
Attention to Detail – Ability to efficiently and accurately focus on a specific task or number of tasks. Reviews details with a critical eye.
Effective Communication – Expresses ideas and information in a clear and concise manner both verbally and in writing to convey clear, well-articulated messaging across a wide variety of audiences.
Establishes Trust – Gains the confidence of others by actions and words that promote being honest, forthcoming, and vulnerable.
Project and Time Management – Effective planning and priority setting. Ability to manage several complex projects simultaneously while working under pressure to meet deadlines.
Results Orientation & Accountability – Takes accountability and identifies, executes and drives actions to consistently achieve desired results.
Ability to work non-routine hours during certain times of the year.
Ability to sit for prolonged periods of time.

Nice To Haves

Experience supporting senior-level or C-suite executives in higher education or comparable environment, preferred.

Responsibilities

Manages the Provost’s schedule to ensure efficient time management by prioritizing meeting requests, coordinating complex schedule needs and following up on pending appointments.
Communicates scheduling changes and provides necessary materials to meeting attendees in advance.
Coordinates and confirms appointments with internal and external stakeholders to support the Provost’s engagement priorities and ensure timely communication.
Ensures the Provost is prepared for meetings, events, and engagements by preparing briefing materials, reports, presentations to support meetings and decision-making, and providing reminders and updates about upcoming appointments and events.
Adapts schedules to accommodate last-minute changes or time-sensitive meetings.
Oversees travel itineraries (domestic and international) for the Provost.
Anticipates travel needs and addresses any potential issues or adjustments preemptively.
Assists in identifying project scopes, timelines, and deliverables related to the Provost’s initiatives.
Monitors project progress and provides regular status updates to the Provost.
Collaborates with school and administrative offices to ensure alignment and coordination of major projects.
Drafts, edits, and manages correspondence with internal and external stakeholders.
Maintains the Provost’s address book, updating contact information promptly to support scheduling and communication.
Triages incoming calls and concerns, handling confidential or sensitive matters professionally.
Researches, prioritizes, and follows up on incoming issues, offering appropriate responses and referrals.
Assists with correspondence, presentations, and reports for the Provost.
Builds strong relationships across campus, collaborating effectively with faculty, staff, administration, and students.
Organizes and coordinates daily operations of the Office of the Provost, ensuring a professional and welcoming environment.
Organizes digital and physical filing of official university documents in collaboration with the Academic Operations Manager.
Attends meetings, records notes, and tracks action items for follow-up.
Collaborates with the University’s Marketing Department to align academic communication with university-wide messaging.
Prepares academic updates by organizing and drafting compelling content for internal and external audiences.
Supports complex projects with multiple stakeholders in a fast-paced environment.
Supports the coordination of academic events, ensuring smooth execution and branding consistency.