Job Description

Indian River State College is seeking an experienced and highly organized Administrative Assistant to support the Executive Manager to the President. This critical role ensures the smooth operation of the President’s Office by managing administrative tasks, handling sensitive information with discretion, and maintaining professional communication with internal and external stakeholders.

The ideal candidate will be a proactive problem-solver with a high degree of professionalism, able to prioritize multiple projects and work effectively in a fast-paced environment.

About Us

Indian River State College is a leading public institution on Florida’s Treasure Coast, serving students across multiple campuses in four counties. We are committed to academic excellence, innovation, and community engagement, offering associate and bachelor’s degrees, workforce training, and continuing education programs that meet the needs of our region.

At The River, we believe every student’s and every employee’s story matters. We value the diverse perspectives, experiences, and talents that come together across our campuses, creating a learning environment and workplace that is supportive, inclusive, and inspiring.

With flexible learning options online, on campus, and hybrid, we meet students where they are and prepare them for real-world success. Programs like the Promise Program expand access by providing eligible students with tuition-free opportunities, ensuring every learner has the chance to thrive.

Why Join The River

When you join Indian River State College, you become part of a collaborative and mission-driven community where your work makes a meaningful impact. Here, your role is more than a job; it’s an opportunity to shape futures, support student success, and contribute to a college that is changing lives every day.

What We Offer

We are committed to supporting the well-being and professional growth of our employees through a comprehensive and competitive benefits package:

• Health & Wellness: Medical, dental, and vision coverage; flexible spending accounts; life insurance; supplemental plans; and an Employee Assistance Program (EAP)
• Affordable Coverage: PPO and HMO options starting at approximately $50/month for individual coverage and $180/month for family coverage
• Retirement Security: Florida Retirement System (FRS) participation, plus optional tax-deferred annuities and Roth 403(b) plans
• Work-Life Balance: Generous paid vacation, personal, and sick leave
• Perks & Discounts: Reduced rates on services and access to local attraction discounts
• Growth & Development: Professional development opportunities, leadership training, and career advancement pathways

JOB SUMMARY:

Under direct supervision of the Executive Manager (EM), the Administrative Assistant supports the Office of the President of the College.  This role manages essential administrative functions to ensure smooth operations, handles sensitive information with high discretion, and interacts heavily with college stakeholders, including students, faculty, external partners, and trustees.  This position provides critical support to senior leadership, respond to inquiries, resolves complaints or issues, and maintains frequent contact with Administrators, Staff and Board members.

SPECIFIC DUTIES AND RESPONSIBILITIES:

• President’s Office Support: Assists the Executive Manager by managing the President’s calendar, scheduling appointments, and preparing materials and venues for meetings and events hosted by the President’s Office
• Communication Management: Uses independent judgment to plan, make decisions, respond to inquiries, route calls, and manage correspondence, ensuring timely cross-departmental communication.
• Records Management: Drafts, formats, and proofreads documents, presentations, and reports while organizing physical and electronic files with strict accuracy and confidentiality.  Ensures complete accuracy across all official communications and office documents.
• Event Coordination: Assists in organizing logistics, catering, promotion, and on-site support for meetings, events, and special engagements hosted by the President's Office.
• Special Projects: Independently manages, researches, and executes unique projects delegated by the Executive Manager.
• Visitor Reception: Acts as the primary point of contact for visitors to the President's Office, maintaining a welcoming, professional environment.
• Serves as the primary backup to the Executive Manager during absences or peak workload periods.
• Completes all other duties and responsibilities as assigned by leadership.

QUALIFICATIONS, KNOWLEDGE AND SKILL REQUIREMENTS:

• Associate’s degree in a related field preferred or an equivalent combination of education, training, and experience.
• Minimum of five (5) years in an administrative role, with a preference for experience in higher education or an executive office setting.
• Expert knowledge of Adobe and MS Office programs (Word, Excel, Access, PowerPoint) with an aptitude for learning new software.
• Proficient in office administration, basic bookkeeping, and the operation of standard office equipment.
• Exceptional organizational, filing, data analysis, scheduling, and time management skills.
• High level of professional discretion, diplomacy, and confidentiality when interacting with a diverse campus population.
• Exceptional written and verbal communication skills, with the ability to interact effectively at all levels of the institution.

• Strong problem-solving skills with minimal direction, paired with independent judgment for business operations.
• Ability to multitask, prioritize concurrent projects, and make sound decisions under tight deadlines in a highly visible public setting.
• Familiarity with IRSC policies and procedures is preferred.

This position classifies the physical exertion requirements as light work involving lifting no more than 20 pounds at a time with frequent lifting or carrying of objects weighing up to 10 pounds. Even though the weight lifted may be very little, a job is in this category when it requires a good deal of walking or standing, or when it involves sitting most of the time with some pushing and pulling of arm or leg controls. To be considered capable of performing a full or wide range of light work, you must have the ability to do substantially all of these activities. If someone can do light work, we determine that he or she can also do sedentary work, unless there are additional limiting factors such as loss of fine dexterity or inability to sit for long periods of time.

Classification

Supervisory

FLSA Exempt

Employment Type

Compensation and Application Deadline