Executive Assistant

3 weeks ago

Lake Worth, United States Palm Beach State College Full time
Job Description
About this role

Under limited supervision, responsible for providing high-level administrative support by compiling information and preparing reports, compiling information requests, and performing relevant administrative support functions while maintaining confidentiality on all communications and matters in the department.

Join our team

What We Offer

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 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.
  • 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.
  • Proofreads and edits presentations, contracts, and official reports.
  • 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 calendar: schedules and confirms appointments and meetings, arranges for meeting rooms or facilities.
  • Assists in the preparation of electronic purchase orders, expense reports, and budget transfers as needed.
  • Assists supervisor with record keeping, including tracking funding and expenses, taking accurate minutes, and related departmental records. Includes development and use of complex spreadsheets.
  • Acquires knowledge of other staff duties and serves 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 and four years of related experience or Associates' degree and two years of 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:
  • Become a notary
  • 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
  • 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

The minimum base pay range for this position starts at $18.66 - $20.53; however, the offer may vary based on the candidate's education and experience.

Wait, there is more
  • 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. There is available medical and dental insurance at no cost to the employee.
  • 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, LinkedIn Learning, and more.
  • Retirement Investments: State retirement plan options and voluntary 403(b) and 457 plans.

This job description is intended to be generic in nature and describe the job's essential functions. It is not an exhaustive list of all duties and responsibilities. The essential duties, functions, and responsibilities, and overtime eligibility may vary based on the specific tasks assigned to the position.

Certain servicemembers and veterans, and the spouses and family members of such servicemembers and veterans, receive preference and priority. 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.

Application Deadline

This position is open until filled. First initial review 2/9/24

Employment Information
Please review the following information in order 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 the passing of a drug test and upon completion of a criminal background investigation.
  • An important 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.

Application Deadline
This position is open until filled

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