Palm Beach Atlantic University · 19 hours ago
Executive Assistant
West Palm Beach, FL
Full-time
Onsite
Mid Level
3+ years expPalm Beach Atlantic University is 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, coordinating travel arrangements, and assisting with project management.
Higher Education
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
Required
Post high school training, required; Bachelor's degree, preferred, or equivalent experience
3+ years prior experience as an executive level assistant, preferred
Customer Service Orientation – Keeps internal and/or external key stakeholder(s), students, parents, faculty, staff and community partners in mind at all times
Professionalism – Displays a high level of professionalism, e.g. timeliness, reliability, communication, and work ethic
Christ-first Faith – Provides spiritual support to community members, including students, on their Christian faith journey
Adaptable/Flexibility – Ability to change or adjust to change
Attention to Detail – Ability to efficiently and accurately focus on a specific task or number of tasks. Reviews details with a critical eye
Confidentiality – Maintains the necessary confidentiality and discretion required for the position
Conflict Management – Functions professionally and wisely during difficult conversations, while under stress, and while managing challenging situations
Continuous Improvement – Implement or brainstorm ways to optimize a process
Effective Communication – Expresses ideas and information in a clear and concise manner both verbally and in writing to convey clear, well-articulated messaging across a wide variety of audiences
Establishes Trust – Gains the confidence of others by actions and words that promote being honest, forthcoming, and vulnerable
Problem-solving – Anticipates, evaluates, diagnoses, and resolves problems in a systematic and fact-based manner
Project and Time Management – Effective planning and priority setting. Ability to manage several complex projects simultaneously while working under pressure to meet deadlines
Results Orientation & Accountability – Takes accountability and identifies, executes and drives actions to consistently achieve desired results
Self-development – Grow one's self-awareness, abilities, skills, and/or talent
Teamwork & Collaboration – Creates a climate that fosters commitment to a common vision and shared values that promote cooperation and working together through trust and support of others both departmentally and cross-functionally
Ability to travel 10% of the time
Ability to work non-routine hours during certain times of the year
Ability to sit for prolonged periods of time
Ability to traverse campus and stairs
Ability to lift/move objects up to 25 pounds
Company
Palm Beach Atlantic University
Palm Beach Atlantic University is a school in West Palm Beach.
501-1000 employees
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)
Funding
Current Stage
Late StageLeadership Team
Stacie A. Bowie Graham, DBA, CPA
Vice President for Finance/CFO
Scott Barnes
Vice President of Information Technology Services / CIO at Palm Beach Atlantic University
Recent News
Company data provided by crunchbase