Senior Executive Assistant, Facilities Management

Broward College • Boulder, CO

4d • $50,000 - $60,000 • Onsite

About The Position

Broward College has entered a pivotal chapter with a bold vision to become the number one destination for academic excellence. We are seeking a highly capable, professional, and poised Senior Executive Assistant to provide high-level support, drive organizational efficiency, and serve as a trusted partner in the execution of strategic initiatives. Under limited supervision, the Senior Executive Assistant provides advanced, high-level administrative and analytical support. This role requires strong judgment, attention to detail, and the ability to manage a wide range of operational and planning functions. The position serves as a strategic partner, supporting decision-making through data tracking, budget monitoring, and process improvement. The incumbent is expected to work independently and collaboratively to ensure organizational efficiency, maintain a high level of professionalism, and represent the office with a strong executive presence.

Requirements

• Seven years of general administrative support, office, or related experience required.
• Three years must be at the executive/office management level.
• Demonstrated ability to provide executive-level administrative support in a fast-paced, complex organization.
• Exceptional organizational, planning, and project coordination skills.
• Excellent written and verbal communication skills with strong attention to detail.
• Ability to exercise discretion and maintain confidentiality with sensitive information.
• Advanced proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, Teams, and Adobe Acrobat.
• Experience preparing executive reports, presentations, Board agenda materials, and professional correspondence.
• Knowledge of records management, filing nomenclature, document control practices, version control, and records retention requirements.
• Experience maintaining contract files, construction documents, capital project documentation, and executive records.
• Familiarity with procurement, contract administration, and Board governance processes.
• Ability to coordinate multiple priorities while meeting strict deadlines with minimal supervision.
• Ability to establish productive working relationships with executive leadership, faculty, staff, consultants, contractors, governmental agencies, and external stakeholders.

Nice To Haves

• Bachelor's degree strongly preferred.
• An equivalent combination of experience and education may be considered.
• Experience in a higher education setting preferred.
• Experience using enterprise management systems such as Workday, OnBase, Archibus, or similar business and document management platforms is preferred.

Responsibilities

• Provide executive-level administrative support to the Vice President of Facilities Management.
• Manage a complex executive calendar, prioritizing meetings, travel, conferences, and appointments based on changing operational priorities.
• Prepare executive correspondence, presentations, reports, briefing materials, and other professional documents.
• Monitor and prioritize executive communications, ensuring timely responses and follow-up on critical matters.
• Maintain strict confidentiality regarding personnel, legal, procurement, financial, contractual, and Board-related matters.
• Serve as the primary point of contact for the Office of the Vice President of Facilities Management.
• Coordinate communications between executive leadership, College departments, campus leadership, consultants, contractors, architects, engineers, vendors, governmental agencies, and public officials.
• Resolve administrative issues independently while exercising professionalism, diplomacy, and sound judgment.
• Represent Facilities Management with exceptional customer service and executive presence.
• Coordinate Facilities Management agenda items for District Board of Trustees meetings.
• Prepare, review, and assemble Board agenda packages and supporting documentation.
• Monitor Board submission deadlines and contract approval schedules.
• Coordinate approvals with Legal Affairs, Procurement, Finance, and requesting departments.
• Assist with executive presentations and supporting materials for Board meetings, workshops, and executive leadership meetings.
• Track Board action items and ensure timely follow-up.
• Coordinate executive meetings, leadership meetings, retreats, vendor meetings, consultant interviews, campus visits, and special events.
• Prepare agendas, meeting minutes, presentation materials, and action item summaries.
• Monitor executive assignments and special projects to ensure deadlines are met.
• Coordinate administrative support for capital improvement projects, deferred maintenance initiatives, and departmental strategic initiatives.
• Maintain official executive files and administrative records in accordance with College records retention policies.
• Develop, organize, and maintain standardized filing systems using established filing nomenclature and document control procedures.
• Coordinate the organization, version control, distribution, and archival of contracts, construction documents, Board materials, capital project files, and executive correspondence.
• Ensure document accuracy, consistency, accessibility, and compliance with departmental standards.
• Maintain electronic and physical records using enterprise document management systems and shared repositories.
• Coordinate workflow among administrative support staff within Facilities Management.
• Provide guidance regarding departmental administrative procedures and best practices.
• Assist with onboarding and orientation of new employees.
• Recommend administrative process improvements that increase efficiency and enhance customer service.
• Coordinate routing and tracking of contracts, purchase requests, invoices, travel authorizations, and other executive approvals.
• Assist with monitoring departmental budgets, procurement documentation, and financial reporting.
• Maintain tracking systems for executive approvals, contract status, Board actions, and departmental deadlines.
• Support operational reporting and performance metrics as requested by executive leadership.

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: Senior
• Education Level: Associate degree