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Palm Beach Atlantic University · 1 day ago

Executive Assistant

West Palm Beach, FL

Full-time

Onsite

Mid Level

Palm Beach Atlantic University is dedicated to supporting its mission and objectives, and they are seeking an Executive Assistant to provide high-level administrative support to the Executive Vice President for Advancement. The role involves managing schedules, organizing meetings, maintaining correspondence, and coordinating travel arrangements among other responsibilities.

Higher Education

Culture & Values

H1B Sponsor Likely

Responsibilities

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

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

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

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

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

Assists in the digitization of records and streamlining of documentation processes when feasible

Conducts periodic audits of files and records to maintain compliance and organization

Manages travel-related expenses, compiling and submitting reimbursement requests in a timely manner

Qualification

Calendar ManagementMeeting CoordinationProject ManagementRaisers Edge DatabaseCommunication SkillsOrganizational Skills

Required

High-level administrative support experience

Experience managing schedules and calendars

Ability to organize meetings and logistics

Strong communication skills for drafting and editing correspondence

Experience with project management

Proficient in maintaining filing systems for electronic and physical documents

Ability to manage expenses and submit documentation in a timely manner

Experience in coordinating travel arrangements

Strong organizational skills and attention to detail

Ability to prioritize and manage multiple tasks effectively

Experience with Raisers Edge Database or similar database management systems

Preferred

Experience working in a university or higher education environment

Familiarity with donor relations and fundraising processes

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)

Experience in preparing reports and presentations

Ability to work collaboratively with diverse teams

Company

Palm Beach Atlantic University

Palm Beach Atlantic University is a school in West Palm Beach.

Founded in 1968

West Palm Beach, Florida, USA

501-1000 employees

http://www.pba.edu/

H1B Sponsorship

Palm Beach Atlantic University has a track record of offering H1B sponsorships. Please note that this does not guarantee sponsorship for this specific role. Below presents additional info for your reference. (Data Powered by US Department of Labor)

Distribution of Different Job Fields Receiving Sponsorship

Represents job field similar to this job

Trends of Total Sponsorships

2025 (3)

2024 (2)

2023 (4)

2022 (2)

2021 (2)

2020 (1)