Executive Assistant

Palm Beach Atlantic University•West Palm Beach, FL

About The Position

In support of the university’s mission and objectives, the Executive Assistant provides high-level administrative support to the Executive Vice President for Advancement, including managing schedules, organizing meetings, maintaining correspondence, organizing files, project management, preparing reports, and coordinating travel arrangements.

Requirements

Post high school training, required; Bachelor's degree, preferred, or equivalent experience.
3+ years prior experience as an executive level assistant, preferred.
Customer Service Orientation – Keeps internal and/or external key stakeholder(s), students, parents, faculty, staff and community partners in mind at all times.
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.
Attention to Detail – Ability to efficiently and accurately focus on a specific task or number of tasks. Reviews details with a critical eye.
Confidentiality – Maintains the necessary confidentiality and discretion required for the position.
Conflict Management – Functions professionally and wisely during difficult conversations, while under stress, and while managing challenging situations.
Continuous Improvement – Implement or brainstorm ways to optimize a process.
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.
Problem-solving – Anticipates, evaluates, diagnoses, and resolves problems in a systematic and fact-based manner.
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.
Self-development – Grow one’s self-awareness, abilities, skills, and/or talent.
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.
Ability to travel 10% of the time.
Ability to work non-routine hours during certain times of the year.
Ability to sit for prolonged periods of time.
Ability to traverse campus and stairs.
Ability to lift/move objects up to 25 pounds.

Nice To Haves

Bachelor's degree, preferred.
3+ years prior experience as an executive level assistant, preferred.

Responsibilities

Maintains and prioritizes the Executive Vice President's daily, weekly, and monthly calendar.
Coordinates and confirms appointments with internal and external stakeholders.
Adapts schedules to accommodate last-minute changes or urgent meetings.
Provides reminders and updates about upcoming appointments and events.
Ensures that the Executive Vice President is prepared for meetings with necessary documentation and materials.
Researches and recommends travel options based on budget and preferences, ensuring cost-effectiveness.
Prepares detailed itineraries that include travel times, accommodations, and contact information.
Coordinates with external travel companies, when necessary, to ensure smooth travel experiences.
Proactively anticipates travel needs and to address any potential issues or adjustments preemptively.
Organizes logistics for meetings, including venue selection, seating arrangements, and technology setup.
Organizes gifts and presentations for donor meetings.
Collaborates with team members to develop detailed meeting agendas.
Records and distributes accurate meeting minutes to all participants promptly.
Executes on actionable items and commitments made during meetings to ensure accountability.
Schedules follow-up meetings as necessary to progress ongoing discussions.
Assists in preparing the President’s Office for meetings for which the Executive Vice President attends.
Drafts, edits, and proofreads a variety of correspondence, including emails and official letters.
Documents and updates Raisers Edge Database information for key contacts and stakeholders ensuring effective communication.
Identifies and prioritizes incoming communication, escalating urgent matters as needed.
Streamlines and corresponds to general inquiries on behalf of the Executive Vice President or routes them to appropriate personnel.
Prepares briefing materials and necessary background information for the Executive Vice President.
Compiles project reports and presentations for review by the Executive Vice President and stakeholders.
Assists in defining project scopes, timelines, and deliverables related to the Executive Vice President's initiatives.
Monitors project progress and provides regular status updates to the Executive Vice President.
Collaborates with department heads to ensure alignment and coordination of major projects.
Implements and maintains an organized filing system for both electronic and physical documents.
Manages expenses and submits all documentation in a timely manner.
Organizes sensitive information ensuring it is handled according to privacy policies and organizational standards.
Reviews and updates files to ensure accuracy and completeness.
Assists in the digitization of records and streamlining of documentation processes when feasible.
Conducts periodic audits of files and records to maintain compliance and organization.
Manages travel-related expenses, compiling and submitting reimbursement requests in a timely manner.