Executive Administrative Assistant

About the Company

Palm Beach State College is a major educational institution in Palm Beach County, Florida, focused on academic quality, career growth, and community involvement. It serves students, employers, and the wider community through a broad mix of programs and services. The college promotes an inclusive culture where innovation, collaboration, and lifelong learning are part of everyday work, with a mission centered on hope, skill-building, and positive change.

About the Role

The Executive Administrative Assistant will provide advanced administrative support to the department while handling information with a strong sense of professionalism and discretion. Working with limited oversight, the role includes preparing reports, organizing communications, managing calendars, supporting meetings, and keeping office operations running efficiently. The position also serves as a communication link between internal teams and outside stakeholders, helping ensure that information is shared accurately and on time. In addition, the role supports budgeting, procurement, and special projects, making it a strong fit for someone who is highly organized, detail-oriented, and comfortable managing multiple priorities.

Key Responsibilities

The role centers on administrative coordination, documentation, communication, and project support. It includes handling sensitive records, preparing complex correspondence, tracking tasks and projects, and maintaining organized files and databases. The assistant will also help with scheduling, meeting arrangements, financial processing, and backup support for other team members when needed.

Qualifications

A high school diploma or GED is required, along with additional training relevant to the position. Candidates should bring at least 3 years of related administrative experience and a solid command of office administration practices. Strong proficiency in Microsoft Office or similar tools is important, as are customer service ability, attention to detail, time management, problem-solving, analytical thinking, and the ability to balance several tasks at once. Clear verbal and written communication, relationship-building skills, confidentiality, and discretion are essential. Regular in-person attendance and the ability to work in a busy environment are also expected. Experience with project tracking systems such as TeamDynamix is preferred.

Responsibilities

• Deliver senior-level administrative assistance by organizing data, preparing reports, and handling correspondence
• Protect confidential information and manage sensitive matters with care and professionalism
• Track and coordinate projects to support efficiency and compliance, including use of systems such as TeamDynamix
• Answer questions from students, faculty, staff, public officials, and outside agencies through phone, email, and face-to-face contact
• Prepare and review detailed correspondence and reports with supervisory guidance
• Serve as a communication bridge between departments, faculty, staff, and external partners
• Keep records, databases, logs, and financial paperwork accurate and well organized
• Coordinate calendars, set appointments, arrange meetings, reserve spaces, and publish college-wide calendar items
• Support purchasing and finance tasks such as electronic purchase orders, expense reports, and budget transfers
• Assist with tracking funds, expenses, and departmental records in complex spreadsheets
• Learn other team members’ duties and provide backup coverage when required
• Take on additional administrative tasks as assigned in support of departmental and college needs

Requirements

• High school diploma or GED, plus relevant additional training
• At least 3 years of related administrative work experience
• Strong administrative and office management skills
• Proficiency with Microsoft Office Professional or similar software
• Excellent customer service skills
• Strong attention to detail and time management
• Good analytical and problem-solving ability
• Ability to organize, prioritize, and complete multiple tasks efficiently
• Strong written and verbal communication skills
• Ability to work well with diverse groups and build positive relationships
• High level of confidentiality and discretion
• Regular physical attendance and adaptability in a dynamic work setting
• Manual dexterity and fine motor ability for handling documents and equipment
• Experience with project tracking tools such as TeamDynamix is preferred

Benefits

• Tuition waiver for Palm Beach State College courses
• Tuition reimbursement and awards for degree completion
• Paid educational leave and access to professional development
• Medical, dental, and vision insurance coverage
• Disability and life insurance
• Parental leave and wellness initiatives
• Paid time off including vacation, sick leave, holidays, and college breaks
• Possible remote or hybrid work setup
• Access to wellness apps and stress-management tools
• Leadership training and career growth workshops
• Retirement options including state retirement and voluntary 403(b) and 457 plans

Equal Opportunity

Palm Beach State College is committed to equal employment opportunity and an inclusive workplace. Applications are welcomed from all qualified candidates, including veterans, servicemembers, and their families, who may receive priority consideration in line with applicable laws. The organization is dedicated to a respectful, supportive environment for employees and students alike.