Senior Executive Assistant, Facilities Management

Senior Executive Assistant, Facilities Management

Broward College has entered a pivotal chapter with a bold vision to become the number one destination for academic excellence. We are seeking a highly capable, professional, and poised Senior Executive Assistant to provide high-level support, drive organizational efficiency, and serve as a trusted partner in the execution of strategic initiatives. Under limited supervision, the Senior Executive Assistant provides advanced, high-level administrative and analytical support. This role requires strong judgment, attention to detail, and the ability to manage a wide range of operational and planning functions. The position serves as a strategic partner, supporting decision-making through data tracking, budget monitoring, and process improvement. The incumbent is expected to work independently and collaboratively to ensure organizational efficiency, maintain a high level of professionalism, and represent the office with a strong executive presence.

Minimum Education:

• Associate degree required. Bachelor's degree strongly preferred.
• An equivalent combination of experience and education may be considered.

Minimum Experience/Training:

• Seven years of general administrative support, office, or related experience required. Three years must be at the executive/office management level. Experience in a higher education setting preferred.

Executive Support – 20%

• Provide executive-level administrative support to the Vice President of Facilities Management.
• Manage a complex executive calendar, prioritizing meetings, travel, conferences, and appointments based on changing operational priorities.
• Prepare executive correspondence, presentations, reports, briefing materials, and other professional documents.
• Monitor and prioritize executive communications, ensuring timely responses and follow-up on critical matters.
• Maintain strict confidentiality regarding personnel, legal, procurement, financial, contractual, and Board-related matters.

Executive Coordination and Customer Relations – 20%

• Serve as the primary point of contact for the Office of the Vice President of Facilities Management.
• Coordinate communications between executive leadership, College departments, campus leadership, consultants, contractors, architects, engineers, vendors, governmental agencies, and public officials.
• Resolve administrative issues independently while exercising professionalism, diplomacy, and sound judgment.
• Represent Facilities Management with exceptional customer service and executive presence.

Board and Executive Administration – 20%

• Coordinate Facilities Management agenda items for District Board of Trustees meetings.
• Prepare, review, and assemble Board agenda packages and supporting documentation.
• Monitor Board submission deadlines and contract approval schedules.
• Coordinate approvals with Legal Affairs, Procurement, Finance, and requesting departments.
• Assist with executive presentations and supporting materials for Board meetings, workshops, and executive leadership meetings.
• Track Board action items and ensure timely follow-up.

Meeting and Project Coordination – 10%

• Coordinate executive meetings, leadership meetings, retreats, vendor meetings, consultant interviews, campus visits, and special events.
• Prepare agendas, meeting minutes, presentation materials, and action item summaries.
• Monitor executive assignments and special projects to ensure deadlines are met.
• Coordinate administrative support for capital improvement projects, deferred maintenance initiatives, and departmental strategic initiatives.

Records and Document Management – 10%

• Maintain official executive files and administrative records in accordance with College records retention policies.
• Develop, organize, and maintain standardized filing systems using established filing nomenclature and document control procedures.
• Coordinate the organization, version control, distribution, and archival of contracts, construction documents, Board materials, capital project files, and executive correspondence.
• Ensure document accuracy, consistency, accessibility, and compliance with departmental standards.
• Maintain electronic and physical records using enterprise document management systems and shared repositories.

Administrative Leadership – 10%

• Coordinate workflow among administrative support staff within Facilities Management.
• Provide guidance regarding departmental administrative procedures and best practices.
• Assist with onboarding and orientation of new employees.
• Recommend administrative process improvements that increase efficiency and enhance customer service.

Financial and Operational Support – 10%

• Coordinate routing and tracking of contracts, purchase requests, invoices, travel authorizations, and other executive approvals.
• Assist with monitoring departmental budgets, procurement documentation, and financial reporting.
• Maintain tracking systems for executive approvals, contract status, Board actions, and departmental deadlines.
• Support operational reporting and performance metrics as requested by executive leadership.

Knowledge, Skills, and Abilities

• Demonstrated ability to provide executive-level administrative support in a fast-paced, complex organization.
• Exceptional organizational, planning, and project coordination skills.
• Excellent written and verbal communication skills with strong attention to detail.
• Ability to exercise discretion and maintain confidentiality with sensitive information.
• Advanced proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, Teams, and Adobe Acrobat.
• Experience preparing executive reports, presentations, Board agenda materials, and professional correspondence.
• Knowledge of records management, filing nomenclature, document control practices, version control, and records retention requirements.
• Experience maintaining contract files, construction documents, capital project documentation, and executive records.
• Familiarity with procurement, contract administration, and Board governance processes.
• Ability to coordinate multiple priorities while meeting strict deadlines with minimal supervision.
• Ability to establish productive working relationships with executive leadership, faculty, staff, consultants, contractors, governmental agencies, and external stakeholders.
• Experience using enterprise management systems such as Workday, OnBase, Archibus, or similar business and document management platforms is preferred.

Our Culture:

• At Broward College, our leaders embody a culture of competence, care, character, composure, and courage. We prioritize serving each other and our students through high-quality guidance, mutual respect, resilience, and fair, thoughtful decision-making, all while upholding the values of integrity, transparency, and honesty.

Broward College offers an exceptional benefits package, including, but not limited to:

• Affordable High Quality Healthcare Insurance (Medical, Dental & Vision)
• Retirement Options – Florida Retirement System (FRS) Pension Plan or the FRS Investment Plan
• Wellness Program
• Vacation/Paid Time Off
• Winter and Spring Break Off
• Paid Parental Leave
• Tuition Assistance and Tuition Reimbursement are available to employees and family members

Position Number: P0006038

Job Status: Full time Regular

Department: Facilities - Administration

Location: Central Campus

Pay Grade: 415

Salary: $50,000 - $60,000 (Salary commensurate with education and experience)

Work Shift: First Shift

Work Schedule: Monday – Friday/Weekends/Varies

Hours Per Week: 40

Posting End Date: Open Until Filled

Comments: To be considered for this position, a completed online employment application along with a resume and unofficial transcript(s) are required.

Designated Essential Personnel: No

FLSA Status: Exempt

Position Classification: Professional Technical Staff (PTS)

Special Instructions to Applicant: For positions requiring a degree, the official transcripts are required upon hire. An unofficial copy of the degree/transcript is acceptable during the application process and must be attached to the online application. If unable to attach the documentation, please email document to jobs@broward.edu or fax to 954-201-7612, stating clearly the position name(s) and position number(s) the transcript is to be attached to.

Foreign Transcript: Transcripts issued outside of the United States require a equivalency statement from a certified transcript evaluation service verifying the degree equivalency to that of an accredited institution within the USA. This report must be attached with the application and submitted by the application deadline. All required documentation