Executive Assistant

Job Details

Job Location: Palm Beach Atlantic University - West Palm Beach - West Palm Beach, FL 33401Position Type: Full TimeEducation Level: Post High School Training RequiredJob Category: Professional Services

SUMMARY

In support of the university’s mission and objectives, the Executive Assistant provides high-level administrative support to the Executive Vice President for Advancement, including managing schedules, organizing meetings, maintaining correspondence, organizing files, project management, preparing reports, and coordinating travel arrangements. 

Calendar Management and Scheduling

• Maintains and prioritizes the Executive Vice President's daily, weekly, and monthly calendar. 
• Coordinates and confirms appointments with internal and external stakeholders. 
• Adapts schedules to accommodate last-minute changes or urgent meetings.
• Provides reminders and updates about upcoming appointments and events.
• Ensures that the Executive Vice President is prepared for meetings with necessary documentation and materials.
• Researches and recommends travel options based on budget and preferences, ensuring cost-effectiveness. 
• Prepares detailed itineraries that include travel times, accommodations, and contact information.
• Coordinates with external travel companies, when necessary, to ensure smooth travel experiences. 
• Proactively anticipates travel needs and to address any potential issues or adjustments preemptively.

Meeting Coordination and Support

• Organizes logistics for meetings, including venue selection, seating arrangements, and technology setup.
• Organizes gifts and presentations for donor meetings.
• Collaborates with team members to develop detailed meeting agendas.
• Records and distributes accurate meeting minutes to all participants promptly.
• Executes on actionable items and commitments made during meetings to ensure accountability. 
• Schedules follow-up meetings as necessary to progress ongoing discussions.
• Assists in preparing the President’s Office for meetings for which the Executive Vice President attends.

Correspondence and Communication

• Drafts, edits, and proofreads a variety of correspondence, including emails and official letters.
• Documents and updates Raisers Edge Database information for key contacts and stakeholders ensuring effective communication. 
• Identifies and prioritizes incoming communication, escalating urgent matters as needed. 
• Streamlines and corresponds to general inquiries on behalf of the Executive Vice President or routes them to appropriate personnel. 
• Prepares briefing materials and necessary background information for the Executive Vice President. 
• Compiles project reports and presentations for review by the Executive Vice President and stakeholders.

Project Management

• Assists in defining project scopes, timelines, and deliverables related to the Executive Vice President's initiatives.
• Monitors project progress and provides regular status updates to the Executive Vice President.
• Collaborates with department heads to ensure alignment and coordination of major projects.

File and Record Maintenance

• Implements and maintains an organized filing system for both electronic and physical documents. 
• Manages expenses and submits all documentation in a timely manner.
• Organizes sensitive information ensuring it is handled according to privacy policies and organizational standards. 
• Reviews and updates files to ensure accuracy and completeness. 
<