Palm Beach Atlantic University
Executive Assistant, Office of Advancement
Palm Beach Atlantic University, West Palm Beach, Florida, United States, 33412
Overview
Executive Assistant, Office of Advancement at Palm Beach Atlantic University 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. Acts as liaison between the executive team, donors, university colleagues, external groups, and other staff to ensure effective communication and operations. Responsibilities
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; ensures necessary documentation and materials are prepared for meetings; researches and recommends travel options based on budget and preferences; prepares detailed itineraries; coordinates with external travel companies as needed; proactively anticipates travel needs and addresses potential issues. Meeting Coordination and Support: Organizes logistics for meetings (venue, seating, technology); coordinates gifts and presentations for donor meetings; develops detailed meeting agendas; records and distributes meeting minutes; follows up on action items; schedules follow-up meetings as necessary. Correspondence and Communication: Drafts, edits, and proofreads correspondence; maintains and updates Raisers Edge database information for key contacts and stakeholders; prioritizes incoming communication and escalates urgent matters; routes inquiries to appropriate personnel; prepares briefing materials for the Executive Vice President. Project Management: Assists in defining project scopes, timelines, and deliverables; monitors progress and provides status updates; collaborates with department heads to ensure alignment; facilitates project-related meetings and compiles project reports and presentations. Liaison and Relationship Management: Develops and maintains relationships with donors, colleagues, and community partners; assists with planning and execution of events; facilitates connections to strengthen collaboration; gathers donor feedback to improve engagement; tracks donor engagement in Raisers Edge. File and Record Maintenance: Maintains organized filing systems; manages expenses and submits documentation; handles sensitive information per privacy policies; updates files for accuracy; supports digitization and audits of records; manages travel-related expenses and reimbursement. Qualifications
EDUCATION: Post high school training required; Bachelor's degree preferred or equivalent experience. EXPERIENCE: 3+ years prior experience as an executive-level assistant, preferred. Customer Service Orientation Keeps internal and external stakeholders, students, parents, faculty, staff, and community partners in mind. Professionalism Demonstrates timeliness, reliability, communication, and strong work ethic. Christ-first Faith Provides spiritual support to community members on their Christian faith journey. Adaptable/Flexibility Comfort with changing circumstances and schedules. Attention to Detail Maintains accuracy and thoroughness in tasks and documents. Confidentiality Maintains appropriate confidentiality and discretion. Conflict Management Handles difficult conversations professionally and calmly. Continuous Improvement Seeks ways to optimize processes. Effective Communication Communicates clearly in writing and verbally across diverse audiences. Establishes Trust Demonstrates honesty and reliability. Problem-solving Analyzes and resolves problems systematically. Project and Time Management Plans, prioritizes, and manages multiple complex projects under deadlines. Results Orientation & Accountability Drives actions to achieve results and takes responsibility. Self-development Seeks growth and development. Teamwork & Collaboration Fosters cooperative, cross-functional teamwork. Additional Requirements
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. Ability to traverse campus and stairs. Ability to lift/move objects up to 25 pounds.
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Executive Assistant, Office of Advancement at Palm Beach Atlantic University 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. Acts as liaison between the executive team, donors, university colleagues, external groups, and other staff to ensure effective communication and operations. Responsibilities
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; ensures necessary documentation and materials are prepared for meetings; researches and recommends travel options based on budget and preferences; prepares detailed itineraries; coordinates with external travel companies as needed; proactively anticipates travel needs and addresses potential issues. Meeting Coordination and Support: Organizes logistics for meetings (venue, seating, technology); coordinates gifts and presentations for donor meetings; develops detailed meeting agendas; records and distributes meeting minutes; follows up on action items; schedules follow-up meetings as necessary. Correspondence and Communication: Drafts, edits, and proofreads correspondence; maintains and updates Raisers Edge database information for key contacts and stakeholders; prioritizes incoming communication and escalates urgent matters; routes inquiries to appropriate personnel; prepares briefing materials for the Executive Vice President. Project Management: Assists in defining project scopes, timelines, and deliverables; monitors progress and provides status updates; collaborates with department heads to ensure alignment; facilitates project-related meetings and compiles project reports and presentations. Liaison and Relationship Management: Develops and maintains relationships with donors, colleagues, and community partners; assists with planning and execution of events; facilitates connections to strengthen collaboration; gathers donor feedback to improve engagement; tracks donor engagement in Raisers Edge. File and Record Maintenance: Maintains organized filing systems; manages expenses and submits documentation; handles sensitive information per privacy policies; updates files for accuracy; supports digitization and audits of records; manages travel-related expenses and reimbursement. Qualifications
EDUCATION: Post high school training required; Bachelor's degree preferred or equivalent experience. EXPERIENCE: 3+ years prior experience as an executive-level assistant, preferred. Customer Service Orientation Keeps internal and external stakeholders, students, parents, faculty, staff, and community partners in mind. Professionalism Demonstrates timeliness, reliability, communication, and strong work ethic. Christ-first Faith Provides spiritual support to community members on their Christian faith journey. Adaptable/Flexibility Comfort with changing circumstances and schedules. Attention to Detail Maintains accuracy and thoroughness in tasks and documents. Confidentiality Maintains appropriate confidentiality and discretion. Conflict Management Handles difficult conversations professionally and calmly. Continuous Improvement Seeks ways to optimize processes. Effective Communication Communicates clearly in writing and verbally across diverse audiences. Establishes Trust Demonstrates honesty and reliability. Problem-solving Analyzes and resolves problems systematically. Project and Time Management Plans, prioritizes, and manages multiple complex projects under deadlines. Results Orientation & Accountability Drives actions to achieve results and takes responsibility. Self-development Seeks growth and development. Teamwork & Collaboration Fosters cooperative, cross-functional teamwork. Additional Requirements
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. Ability to traverse campus and stairs. Ability to lift/move objects up to 25 pounds.
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