New College of Florida · 7 hours ago
Executive Assistant, Advancement/Foundation
Sarasota, FL
Full-time
Onsite
Senior Level
5+ years expNew College of Florida is seeking an Executive Assistant to support the Vice President of Advancement/Executive Director and the Board of Directors. The role involves coordinating meetings, managing communications, assisting with hiring processes, and ensuring the smooth operation of office procedures.
Higher Education
Responsibilities
Provide Support to the Vice President of Advancement/Executive Director:
Schedule a variety of meetings -- with Board of Directors, faculty members, donors and staff (1:1 and regular weekly/bi-weekly meetings)
Communicate with staff regarding any new procedures, information to be disseminated from the Vice President of Advancement/Executive Director’s office
Track local travel/expenses for monthly expense reports
Make travel/hotel arrangements
Keep Vice President of Advancement/Executive Director abreast of office issues as necessary and appropriate
Keep banking resolutions up to date with new signature cards as required when new or outgoing staff or board members take place
Arrange Board/donor luncheons and others as necessary
Assist with tracking and entering VP’s prospect meeting debriefs into the system
Assist/coordinate quarterly Board of Directors and committee meetings. Coordinate communications with the Board; all required set-up as necessary; provide meeting schedules, public notices; arrange for Board lunches/dinners; prepare working agendas for the Vice President of Advancement/Executive Director and Board Chair; type and distribute minutes; etc
Keep Director rosters/committees up to date
Assist with communications and tracking of annual Board term renewals
Coordinate new Director (board member) orientation session and put together notebooks; update materials and disseminate to all Directors of the board
Coordinate meetings as they arise; schedule annual staff retreats as necessary, etc
Assist/proofread correspondence, print materials
Keep calendars for The Keating Center Boardroom and keep online Google Events/Mailings calendars up to date for all staff
Assist with the hiring process for new employees; collect letters of intent/resumes; interview candidates; send acknowledgement and rejection, letters, etc
Coordinate meetings/event setups in The Keating Center for staff as needed
Coordinate building needs and necessary work requests
Assist with events: greet/check-in guests, hand out programs, other help as needed
Update staff lists for the office and emergency contact lists
Schedule staff to attend various external luncheons
Sit at the reception desk to greet guests
Answer the Foundation reception phone and monitor the Foundation email
Coordinate schedules with the President’s executive assistant
Handle other miscellaneous matters as they arise
Coordinates HR transactions: new hire actions, terminations, leave of absences, records and files, timesheets, maintaining employee files, payroll sign-up, etc. Liaison for Human Resources to resolve problems or questions associated with appointments and payroll matters. Coordinates recruitment/selection activities for vacancies. Communicate to management when there are issues/problems with employees
Complete IT forms to onboarding and terminate employees. Provide contact information to employees for questions/concerns regarding the department
Manages purchasing functions, including purchasing cards. Stay informed on all new/current vendors; requesting W-9 and Certificate of Liability Insurance
Other duties as assigned
Qualification
Required
a bachelor's degree in an appropriate area of specialization and five years of appropriate experience
Proficiency in Microsoft Office Suite – Word, Excel
Superior organizational management and interpersonal skills
Demonstrated ability to direct multiple people and projects
Excellent written, grammatical, and oral communication skills
Preferred
Preference given to those with a minimum of a bachelor's degree and at least (10) year experience as an Executive Assistant
Experience in nonprofit Board Management is strongly desired
Donor software programs, especially Raisers' Edge, a plus
Company
New College of Florida
Florida’s public honors college, educating free thinkers, risk takers and trailblazers.
201-500 employees
Funding
Current Stage
Growth StageLeadership Team
Chris Kinsley
CFO
Alex Tzoumas, CIA, CISA, CFE, CRMA, CDPSE
Chief Audit Executive / Chief Compliance Officer
Recent News
2025-09-17
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