Executive Administrative Assistant

At Palm Beach State College, you will discover a place where ideas come to life and the heartbeat of a county begins. By joining us, you will be exposed to professionals from across the U.S. and abroad who are the strivers, reinventors, explorers, and influencers dedicated to developing talent that fills the most needed workforce roles. As the Panthers, we embrace a community of belonging, caring, and connection for our students and employees. We seek creative individuals to help PBSC fulfill its mission of inspiring hope, advancing skills, and transforming lives.

What a day of an Executive Administrative Assistant looks like:

• Performs highly confidential administrative support duties that require broad and comprehensive knowledge of the organization’s policies and operations.

• Monitors various projects to ensure maximum effectiveness and compliance. Assists with project assignments and tracking through the TeamDynamix system.

• Answers, screens, researches, informs, advises, records, processes and follows-up on all customer requests efficiently and expeditiously as received by telephone, mail or personally from citizens, elected officials, agencies, and College faculty and staff.

• Drafts responses on more complex correspondence under own signature. Informs supervisor of actions taken.

• Acts as a liaison to a wide variety of College personnel among departments, functions, or groups, within the College.

• Maintains and controls records. Including, but not limited to, database, logs, cost records, and general records.

• Manages and maintains calendars by scheduling and confirming appointments and meetings, arranging meeting rooms or facilities, and posting college-wide calendar items on the college’s website.

• Assists in the preparation of electronic purchase orders, expense reports, and budget transfers as needed.

• Assists supervisor with record keeping, to include tracking funding, expenses, and related departmental records. Includes development and use of complex spreadsheets.

• Acquires knowledge of other staff duties and serve as a backup, as necessary.

• Performs other job-related duties as assigned.

We’d love to hear from you if you have the following:

Education and Experience:

• High school diploma or GED with additional training related to the position

• Three years related experience

Knowledge of:

• Office management and administration

• Microsoft Office Professional or similar applications

Skilled in:                

• Delivering a high level of customer service

• Attention to detail while maintaining effective time and task management

• Problem and situation analysis

Ability to:

• Organize and prioritize multiple, competing priorities to maximize personal and team effectiveness

• Effectively communicate verbally and in writing on a regular basis with internal and external customers, build relationships, manage customer expectations and take responsibility for a high level of service

• Interact in a positive manner with diverse populations and varying education levels of students, faculty, staff, and the public

• Maintain strict confidentiality and discretion

Licenses, Registration, Certifications, or Special Requirements:

• Regular physical attendance required

Work Environment and Physical Demand:

• Reach and grasp objects

• Stoop, bend, kneel, crouch, or crawl

• Stand for extended periods of time

• Use of video display terminal

• Use of manual dexterity and fine motor skills

• Communicate information orally and in writing

• Receive and understand information through oral and written communication

• Proofread and check documents for accuracy

• Work a fluctuating work schedule

• Culture: Be part of an inclusive, Panther First environment where every role has a purpose, and employees have a sense of belonging.

• Education Benefits: Tuition fee waiver at PBSC, tuition reimbursement, degree recognition award, educational leave, and more. Public Service Loan Forgiveness institution.

• Health and Wellness: Medical, dental, vision, disability, life insurance, parental leave, and more.

• Generous Time Off: Vacation, sick leave, holidays, and spring and winter breaks offering additional paid time off.

• Panther Perks: Potential remote or hybrid opportunities, wellness programs, and apps related to stress management, nutrition, meditation, and more.

• Professional Development: Leadership programs, professional learning workshops, and more.

• Retirement Investments: State retirement plan options and voluntary 403(b) and 457 plans.

Please review the following information to apply for a position at Palm Beach State College:

• Carefully review the minimum qualifications advertised for the available position, as only applicants meeting the minimum requirements will be considered.

• Background Check/ Drug Screen may be required based on the specific requirements of the position for which the application is being submitted. Employment is contingent upon passing a drug test and completing a criminal background investigation.

• An essential goal of the Office of Human Resources is to respond to all applicants once a selection is made. Please take notice of the position closing date advertised. Whenever positions are filled, the Office of Human Resources responds to all applicants who have submitted applications.

• The College conducts its employment activity within the State of Florida except for occasional brief and temporary pre-approved periods related to college travel.

Application Deadline