Executive Assistant

Florida Gateway College   Lake City, FL   Full-time     Administration / Clerical
Posted on May 23, 2024

SALARY $35,000.00 Annually
JOB TYPE Full-time
JOB NUMBER 202300045
DIVISION Vice President, Academic Affairs
DEPARTMENT Academic Affairs
OPENING DATE 05/23/2024

This is executive secretarial work for the Vice President of Academic Affairs. The position is responsible for supporting the Vice President of Academic Affairs in managing the academic operations of the college. Duties require an extensive working knowledge of the organization and programs under the Vice Presidents of Academic Affairs jurisdiction. Work includes relieving of duties not requiring the Vice Presidents of Academic Affairs personal attention and basic office management.

Examples of Duties
(Note: The following examples of work as listed in this job description are not necessarily descriptive of any one position in the classification. The omission of specific statements does not preclude management from assigning specific duties not listed herein if such duties are a logical assignment to the position.)

  • Provides high-level administration support and assistance to the Vice President of Academic Affairs and other leadership staff.
  • Assist in the planning, coordination, and execution of academic events, conferences and meetings.
  • Manage the daily operations of the Vice President’s office.
  • Manage the Vice Presidents calendar, schedule appointments, and coordinate meetings, ensuring efficient use of time and resources.
  • Handle incoming communications, including emails, phone calls, and inquiries, and respond or redirect as appropriate.
  • Maintain organized filing systems, both electronic and physical, to ensure easy retrieval of information.
  • Arrange travel itineraries, accommodations, and logistical arrangements for employees.
  • Prepare correspondence, reports, presentations, and other documents with accuracy and attention to detail.
  • Draft, proofread, and edit communications on behalf of the Vice President, ensuring clarity, coherence, and adherence to institutional guidelines.
  • Performs work with budgetary activities and details, assisting all programs and divisions within Academic Affairs.
  • Collaboration with various departments and stakeholders to facilitate seamless communication and workflow.
  • Maintain confidentiality and handle sensitive information with discretion and professionalism.
  • Undertake special projects and assignments as directed by the Vice President, demonstrating adaptability and a willingness to take on new challenges.
  • Performs other related duties as assigned.

(These essential job functions are not to be construed as a complete statement of all duties performed. Employees will be required to perform other job-related marginal duties as required.) 

Minimum Qualifications
Excellent organizational and multitasking abilities. Strong communication and interpersonal skills. Highly proficient in Microsoft office suite. Ability to work independently and prioritize tasks effectively. Knowledge of office procedures. Ability to compose routine correspondence, including letters, memoranda and other standard business forms correctly. Knowledge of and ability to use correct spelling, punctuation and grammar. Ability to perform basic arithmetical calculations.

High School Diploma or equivalent plus eight years of secretarial or clerical work experience. Special consideration will be given to applicants with an Associate Degree or Certificate in a related area.

Acceptable eyesight (with or without correction).
Acceptable hearing (with or without hearing aid).
Ability to communicate both orally and in writing.
Use of fingers.

Works inside in an office environment.

(Reasonable accommodations will be made in accordance with existing ADA requirements for otherwise qualified individuals with a disability.)

Supplemental Information
Florida Gateway College does not discriminate in education or employment related decisions on the basis of race, color, ethnicity, national origin, gender, religion, disability, age, marital status, genetic information, sexual orientation, pregnancy, or any other legally protected status in accordance with the law.