Executive Assistant, Office of the Provost

Florida Atlantic University • Boca Raton, FL

2d • Onsite

About The Position

The Office of the Provost at Florida Atlantic University is seeking an Executive Assistant. This position provides advanced administrative, operational, and executive-level support to the Provost and plays a critical role in the effective functioning of the Office of the Provost. This position coordinates executive calendars, meetings, communications, and office operations while supporting workflow, collaboration, and strategic priorities across Academic Affairs. The role requires a high level of discretion, organization, and professionalism in a fast-paced, complex academic environment.

Requirements

• Master's degree from an accredited institution in an appropriate area of specialization; or a bachelor's degree from an accredited institution in an appropriate area of specialization and two years of appropriate experience required.
• Pursuant to Fla.Stat.112.219, work experience may serve in lieu of a degree requirement, but may not substitute for any required licensure, certification or registration required for the position.

Responsibilities

• Manage and coordinate executive calendars, including scheduling meetings, prioritizing requests, and aligning commitments with established priorities.
• Coordinate meeting logistics, including agendas, materials, and follow-up actions, to support efficient time management and meeting effectiveness.
• Prepare and compile briefing materials and background information for meetings, events, and engagements.
• Track key deadlines, meetings, and action items to support day-to-day activities and timely follow-up.
• Provide administrative and scheduling support to senior leaders within the Office of the Provost, as assigned.
• Support the day-to-day administrative operations of the Office of the Provost, including management of shared spaces, office supplies, and basic equipment needs.
• Coordinate with university units, including Information Technology and Facilities, to address operational needs and maintain a functional work environment.
• Organize and maintain records, files, shared drives, and administrative systems to ensure accuracy, accessibility, and compliance with university policies.
• Provide administrative support across the Office of the Provost to facilitate coordination and continuity of operations.
• Plan, coordinate, and support meetings and events hosted by the Office of the Provost, including logistics, space reservations, technology setup, and vendor coordination.
• Coordinate communication with internal and external stakeholders related to meetings, events, and initiatives.
• Serve as a primary point of contact for the Office of the Provost, responding to inquiries and routing matters to appropriate individuals or offices.
• Draft, edit, and distribute correspondence, communications, and materials on behalf of the Provost and the Office of the Provost.
• Maintain distribution lists and support communication processes to ensure timely and accurate dissemination of information.
• Coordinate travel arrangements and related logistics, including itineraries and supporting documentation.
• Support administrative financial processes, including invoice tracking, reconciliation, and coordination with appropriate university offices.
• Assist with budget-related administrative activities, as assigned.
• Support improvements to administrative processes, workflows, and office procedures to enhance operational efficiency.
• Participate in special projects and perform additional duties as assigned in support of the Office of the Provost and Academic Affairs.
• Perform other job-related duties as assigned.

Benefits

• Medical (PPO/HMO $50 per month single & $180 per month family)
• Dental
• Vision
• Life Insurance
• Flexible Spending plans
• Employee Assistance Program (EAP)
• State retirement options including tax-deferred annuities and Roth 403(b) plans.
• State employees Public Service Loan Forgiveness (PSLF) program.
• Sick Leave Pool Program.
• Paid time off (eligible employees) including vacation and sick leave, 1 personal day, 9 paid holidays, and paid winter break (at President’s discretion).
• Paid Community Engagement Volunteer Service Day
• Employee Educational Scholarship Program (EESP) for eligible Staff/Faculty - Tuition assistance after 6 months of full-time employment.
• For in-unit faculty, the EESP program may be extended to spouses and dependent children (eligibility rules apply).

What This Job Offers

• Job Type: Full-time
• Career Level: Executive