Executive Assistant

Broward College • Mansfield, CT

1d

About The Position

Under limited supervision, the Executive Assistant will provide a 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 http://www.archives.gov/veterans/military-service-records/ or call 1-866-272-6272.

Requirements

• Associate's Degree required. Bachelor's Degree preferred. An equivalent combination of experience and education may be considered.
• Five years of administrative, office, or related experience required.
• 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 Microsoft Office products required.

Nice To Haves

• Prior light bookkeeping and office management experience desirable; administrative support experience preferred.
• Knowledge of basic bookkeeping principles and office management best practices preferred.
• 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

Responsibilities

• Oversees and/or performs a range 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.
• Utilizes knowledge and understanding of underlying operational issues to create, compose, and edit technical and/or administrative correspondence and documentation.
• Assists in administrative problem solving, program/project planning, development, and execution of stated goals and objectives.
• Responds to inquiries requiring a general understanding of work-area policies and procedures. Ensures inquiries are addressed and resolved in a timely manner.
• Sorts and distributes mail and materials within own or local offices. Distributes all incoming deliveries from UPS, FedEx, Interoffice, or any similarly delivered packages.
• Provides and/or oversees support activities for the unit such as answering telephones, assisting and resolving problems and inquiries of visitors, reviewing and controlling incoming and outgoing correspondence, and following up on operational commitments.
• Establishes, updates, and maintains unit's files, inventories, and records; implements and maintains data management systems, as required.
• Schedules complex appointments, meetings, and travel arrangements working with multiple calendars and constituents.
• Performs other related duties as required.

Benefits

• Affordable High Quality Healthcare Insurance (Medical, Dental & Vision)
• Retirement Options – Florida Retirement System (FRS) Pension Plan or the FRS Investment Plan
• Wellness Program
• Vacation/Paid Time Off
• Winter and Spring Break Off
• Paid Parental Leave
• Tuition Assistance and Tuition Reimbursement are available to employees and family members

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree