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Executive Assistant, Provost and Vice President for Academic Affairs

Santa Fe College
Gainesville, Florida
$48,492.00 Annually
Date posted
Apr 12, 2024

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Position Type
Administrative, Academic Affairs, Academic Administration
Employment Level
Employment Type
Full Time

Job Details

Santa Fe College is seeking an Executive Assistant to support the Provost and Vice President of Academic Affairs. The Executive Assistant provides executive level administrative, technical, and managerial support requiring the use of judgment, initiative, and independent action.

Working under the direction of the Provost, this position requires confidentiality and the highest level of professionalism to solve matters and to respond positively with clarity and authority in a variety of situations. Additionally, the Executive Assistant works collaboratively across the college to support initiatives of the Provost’s Office.

Responsibilities and Duties


  • Accept, screen, monitor, respond to and route all forms of communication concerning activities and operations of the office and direct inquiries as appropriate.
  • Manage and maintain calendars as assigned.
  • Arrange and confirm travel accommodations, submit travel requests, and prepare travel vouchers and reimbursements as assigned.
  • Perform general office management through a wide variety of administrative tasks including data entry, filing coordination, routing documents and the drafting, editing, and revision of letters, reports, and other materials while maintaining confidentiality of sensitive information.
  • Monitor department budgets and inventory; submit requisitions; review and submit department payroll and process leave requests; assist with the department’s budget development process.
  • Arrange meetings and conferences including scheduling, preparing meeting minutes, documentation and agenda preparation, distribution of documentation, public noticing and arranging refreshments.
  • Assist in planning college and departmental special events.
  • Liaise with college employees at all levels as well as students, visitors, and external stakeholders; make appropriate referrals using independent discretion and judgement.
  • Support the onboarding of new department staff.
  • May supervise work-study and temporary staff.
  • Must work independently and without supervision.
  • Comply with all published College Rules, procedures, guidelines, and laws/regulations governing public employees, including but not limited to those related to document retention and destruction, FERPA, and confidentiality.
  • Provide service excellence through courteous, informed, accessible, and professional engagement.
  • Perform other duties as assigned.

Reports to: Provost and Vice President for Academic Affairs



Required:  Associate degree and four years of clerical or administrative experience or a combination of completed education and/or related work experience equal to six years. 
Additional Requirements:  A criminal background check will be conducted. Experience with Microsoft Office and Outlook.
Preferred: Experience supporting an executive leader. Experience in an educational environment.


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