Executive Assistant

SE1818.00000

Executive Assistant

Staff

Full-Time

Staff (ed. support)

The Executive Assistant provides complex and executive – level administrative support for the College President or a college vice-president. General responsibilities include preparing reports, handling information requests, managing campus budgets, and coordinating all major functions associated with the College President/Vice Presidents’ office. The position works collaboratively with internal and external constituencies under the general direction of the College President/Vice President, and requires excellent people skills, exemplary organizational abilities and high level communication, coordination, collaboration and communication skills.

Majority/Primarily On-site: Employee performs the majority of job duties on-site, but may occasionally work remotely.

2026

Non-Exempt

S2983P

Orlando, FL 32825 - East Campus

M-F 8:00am – 5:00pm

1

02/24/2025

03/10/2025

No

https://valenciacollege.peopleadmin.com/postings/37968

$41,447 - $47,146 per year

1. Responsible for the day-to-day operations of assigned projects including managing and monitoring procedures that assure both consistency and accuracy in all aspects of division operations.

2. Adheres to policies and/or procedures of the College with respect to administrative functions, information processing and retrieval, and word/reprographic processing.

3. Supports the College President or Vice President in management of the budget, to include purchase of supplies and equipment, creation of requisitions and purchase orders, administration of community organization giving, oversight of hospitality accounts, and assistance with grants and all P-Card related activities.

4. Coordinates and compiles information for various projects and act as a liaison for the Campus Provost and campus leaders with various campus and college-wide departments, including recruiting, hiring, staffing, Reassigned Time Requests, and equipment/ construction requests.

5. Coordinates programs and activities, in collaboration with division and college leaders. Plans and confirms facilities reservations, invitations/appointments, catering, program agenda, and presentations.

6. Schedules meetings, confirms facilities, sends invitations, assists in preparing agenda, and records minutes.

7. Schedules and maintains Campus Provost’s calendar.

8. Prepares forms and paperwork including time and effort reports, travel paperwork, Staff Professional Development, and mileage reimbursement.

9. May research, analyze, and recommend office systems designs, equipment, and personnel to support current and projected college goals and campus leaders.

10. May hire, train, manage, supervise and evaluate the performance of personnel in the campus-based word processing center.

11. Provides excellent customer service and supports resolution to conflict with students and employees.

12. Performs other related duties as assigned.

Not Applicable

Associate's Degree from a regionally accredited institution.

At least 3 years’ progressively responsible experience as an administrative assistant/secretary

Experience in handling confidential matters.

Supervisory Experience.

Microsoft Office Systems (MOS) certification.

Skilled in all levels of secretarial/administrative support including knowledge of computers and various software packages, including but not limited to: database, spreadsheets, word processing, forms generation, graphics, mainframe access and ability to learn new systems or software.

Knowledge of other campus departments.

Knowledge of budget management and college policies and procedures.

Ability to design or restructure office systems including equipment and staffing needs.

Ability to work with all levels of faculty, staff, and Administration College wide.

Ability to communicate effectively both orally and in writing with various audiences.

Ability to coach others to processes and guide work.

Knowledge of business English and office practices and procedures.

Knowledge of college policies, procedures, and practices.

Ability to establish and maintain effective working relationships with employees, direct reports, officials, and the public.

This job primarily operates in a professional office environment. The employee will routinely operate standard office equipment including but not limited to computers, keyboards, mouse, phones, photocopiers, printers, scanners, filing cabinets and fax machines. While performing the duties of this job, the noise level in the work environment is usually quiet to moderate.

Typical physical competencies include but are not limited to frequently remaining stationary, moving, reaching, positioning self and occasionally ascending/descending, lifting/moving objects weighing between 5-15 pounds. This job also entails frequently communicating, discerning and exchanging information, detecting and perceiving objects up close, at a distance, and the ability to adjust focus. Cognitive abilities include but are not limited to frequently using discretion, judgment, reasoning, memory, learning, maintaining confidentiality, comprehension, problem solving, and decision-making.

The typical work environment, physical and cognitive demands listed above are representative of those that must be met by an employee to successfully perform the essential functions of this job. The College has a process to identify and make available reasonable accommodations to enable individuals with disabilities to perform the essential functions.