Executive Administrative Assistant

Join Our Team!

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.

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.

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.

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 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, 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

This job description is intended to be generic in nature and describe the essential functions of the job. 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.

The minimum base pay for this position starts at $19.00 hourly; however, the offer may vary based on the candidate's education and experience.

Application Deadline : This position is open until filled with an initial review date of July 2, 2025.

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.

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.

Ready to Apply? Here's Your Application Preparation!

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