Executive Assistant, Office of the President

Compensation

$49092.00 Annual

Job Description Summary

The application deadline for this position is 11:59pm EST on July 7 2025.

The Executive Assistant provides executive level administrative technical and managerial support requiring the use of judgment initiative and independent action. Working under the direction of the Senior Executive Assistant to the President this position requires confidentiality and the highest level of professionalism to solve matters and to respond positively with clarity and authority in a variety of situations. Additionally the Executive Assistant works collaboratively across the college to support initiatives of the Office of the President as well as provides direct support and assistance to the Presidents Executive Leadership Team.

Job Description

Responsibilities and Duties Include:

• Accepts screens monitors responds to and routes all forms of communication concerning activities and operations of the office and direct inquiries as appropriate.

• Manages and maintains calendars as assigned.

• Assists in arranging and confirming travel accommodations submitting travel requests and preparing travel vouchers and reimbursements as assigned.

• Performs general office management through a wide variety of administrative tasks including data entry filing coordination routing documents and the drafting editing and revision of letters reports and other materials while maintaining confidentiality of sensitive information.

• Monitors department budgets and inventory; submits requisitions; assists with the departments budget development process.

• Arranges meetings and conferences including scheduling preparing meeting minutes documentation and agenda preparation distribution of documentation public noticing and arranging refreshments.

• Assists in planning college and departmental special events including commencement ceremonies.

• Liaises with college employees at all levels as well as students visitors and external stakeholders; make appropriate referrals using independent discretion and judgement.

• Supports the onboarding of new department staff.

• May supervise other staff including full-time employees work-study and temporary staff.

• Must work independently and without supervision.

• Exercises independent judgement in addressing the daily concerns of internal and external constituents and may act on behalf of supervisor in their absence.

• Complies with all published College Rules procedures guidelines and laws/regulations governing public employees including but not limited to those related to document retention and destruction FERPA and confidentiality.

• Strictly honors the privacy security and confidentiality of student records and other sensitive information according to appropriate state federal and college regulations policies and procedures.

• Provides service excellence through courteous informed accessible and professional engagement.

• Performs other duties as assigned.

Reports to: Senior Executive Assistant to the President

QUALIFICATIONS

Required: An associate degree with four (4) years of clerical or administrative experience or a combination of completed education and/or related work experience equal to six (6). Must have working knowledge and experience using Microsoft Office and Outlook.

Additional Requirements: A criminal background check will be conducted.
Preferred: Experience supporting an executive leader and in an educational environment. Working knowledge and understanding of the Workday system.

General Knowledge Skills and Abilities

• Ability to work successfully in a multi-cultural environment.

• Adaptability to Change able to be flexible and supportive able to positively and proactively assimilate change in rapid growth environment.

• Analytical Aptitude & Problem Solving - able to analyze information problems situations practices and/or procedures collect and interpret data reason logically establish facts identify and define existing and potential issues recognize the interrelationships among elements draw valid conclusions develop recommendations as well as alternative courses of action select appropriate course follow up and evaluate.

• Communication able to effectively communicate in a professional diplomatic empathetic and tactful manner using preferred method and level as applicable to the job.

• Critical Thinking & Judgement - able to make well-reasoned sensible and timely decisions based on careful objective review and informed analysis of available information considerations and other factors.

• Customer Service ability to respond promptly and courteously to all questions from students and faculty demonstrating patience and persistence when helping students with little or no computer skills.

• Ethics able to demonstrate integrity professionalism civility and a high degree of ethics in all job-related actions.

• Organization & Time Management able to plan schedule and organize tasks related to the job to achieve goals within or ahead of established time frames.

• Problem Solving proven skills in identifying issues determining their cause developing creative solutions and following through with implementing resolutions.

• Team Orientation & Interpersonal highly motivated team-player with ability to develop and maintain collaborative relationships with all levels within and external to the organization.

• Relationship Management able to personally provide high level of interactive service to others building relationships and addressing identified needs.

• Results Orientation proven ability to set and exceed established targets.

• Systems & Software - proficient level of knowledge of Microsoft Office and/or relevant position software programs.

• Detail Oriented - Proven accuracy and attention to detail.

• Multi-task - Ability to expeditiously organize coordinate manage prioritize and perform multiple tasks simultaneously to swiftly assess a situation determine a logical course of action and apply the appropriate response.

If you are a retiree of the Florida Retirement System (FRS) please check with the FRS on how your current benefits will be affected if you are re-employed with the State of Florida. Your current retirement benefits may be canceled suspended or deemed ineligible depending upon the date of your retirement.

Santa Fe College (SF) is committed to maintaining a work and educational environment that embraces diversity and where no member of the college community is excluded from participation in denied the benefits of or subject to discrimination in any college program or activity based on: their race ethnicity national origin color religion age disability sex pregnancy status gender identity sexual orientation marital status genetic information political opinions or affiliations or veteran status. This commitment applies to employees volunteers students and to the extent possible to third parties applicants for admission applicants for employment and the general public. regarding non-discrimination policies or concerns about discrimination or harassment including concerns about sexual harassment or sexual violence under Title IX should be directed to:

Santa Fe College reserves the right to extend deadlines and/or not to offer advertised positions. Preference will be given to eligible veterans and spouses of veterans.