Executive Administrative Assistant

About The Company Palm Beach State College (PBSC) is a distinguished institution committed to fostering academic excellence, community engagement, and workforce development. Located in the vibrant Palm Beach County, PBSC offers a diverse range of programs and services designed to prepare students for successful careers and lifelong learning. The college prides itself on creating an inclusive environment that values diversity, innovation, and community partnership. With a focus on student success and regional economic growth, PBSC continuously strives to enhance educational opportunities and support the professional development of its staff and students alike.

About The Role The Executive Administrative Assistant at Palm Beach State College plays a vital role in supporting senior leadership and departmental functions. Under limited supervision, this position is responsible for providing high-level administrative support, including compiling information, preparing detailed reports, managing correspondence, and coordinating various projects. The role demands a high degree of discretion, confidentiality, and professionalism, as the incumbent will handle sensitive information and complex scheduling. The assistant acts as a key liaison among faculty, staff, students, and external stakeholders, ensuring smooth communication and operational efficiency within the department. Typical responsibilities include managing calendars, preparing financial documentation, maintaining records, and assisting with departmental planning and organization. The position offers an excellent opportunity for a detail-oriented individual to contribute to the college’s mission of inspiring hope, advancing skills, and transforming lives through administrative excellence.

Qualifications

• High school diploma or GED with additional relevant training or certifications
• Minimum of three years of related administrative experience
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Strong knowledge of office management and administrative procedures
• Excellent communication skills, both verbal and written
• Ability to handle multiple priorities effectively and efficiently
• Demonstrated problem-solving and analytical skills
• Experience in maintaining confidentiality and exercising discretion
• Ability to work independently and as part of a team
• Familiarity with budget tracking, expense reports, and electronic purchase orders
• Physical ability to perform tasks such as reaching, stooping, standing for extended periods, and using a computer

Responsibilities

• Provide high-level administrative support to department leadership and staff, including preparing reports and compiling data
• Manage and maintain calendars, schedule appointments, and coordinate meetings, including arranging facilities and resources
• Draft and respond to complex correspondence, ensuring clarity and professionalism
• Act as a liaison between various departments, external agencies, and stakeholders to facilitate communication and collaboration
• Maintain accurate records, databases, logs, and financial documentation, including tracking expenses and funding
• Assist in the preparation of electronic purchase orders, expense reports, and budget transfers
• Monitor ongoing projects to ensure compliance and effectiveness
• Support departmental record-keeping activities and develop complex spreadsheets for tracking purposes
• Acquire knowledge of other staff duties to serve as a backup when necessary
• Perform other related duties as assigned to support the overall functions of the department

Benefits

• Tuition fee waiver at Palm Beach State College and tuition reimbursement programs
• Comprehensive health insurance including medical, dental, and vision coverage
• Disability and life insurance options
• Generous paid time off including vacation, sick leave, holidays, and college breaks
• Potential remote or hybrid work arrangements
• Wellness programs and stress management resources
• Opportunities for professional development through workshops and leadership programs
• Retirement plan options including state retirement and voluntary 403(b) and 457 plans
• Educational leave and recognition awards for continued learning

Equal Opportunity

Palm Beach State College is an equal opportunity employer committed to diversity and inclusion. We encourage applications from all qualified individuals, including veterans, servicemembers, and their families. We provide a workplace free from discrimination based on race, color, religion, gender, age, national origin, disability, or any other protected status. We also offer accommodations to applicants with disabilities in accordance with applicable laws. Our goal is to foster a community where every employee feels valued, respected, and empowered to contribute to our mission of transforming lives through education.