Executive Assistant to Vice President and Chief of Staff

Position Information

Job Title Executive Assistant to Vice President and Chief of Staff

Job Description

The Executive Assistant to Vice President and Chief of Staff provides executive level support for the Vice President and Chief of Staff with responsibility for complex administrative matters. Creates reports and retrieves information. Handles highly confidential records. Prepares and manages departmental budgets. Schedules appointments. Initially fields media contacts daily, during emergencies, and periods requiring crisis communications. Communicates with key constituents of the university and President, including members of the FGCU Board of Trustees, media, and Board of Governors.



Required Qualifications

Bachelor's degree from an accredited institution in an appropriate area of specialization.

Five years of appropriate experience.

Experience with personal computers and proficient with Microsoft Office (Excel, PowerPoint, and Outlook) and Adobe Acrobat software programs.



Preferred Qualifications

Master's degree from an accredited institution in an appropriate area of specialization.

Experience in a higher education or academic environment.



Knowledge, Skills & Abilities

Excellent interpersonal, oral and written communication skills.

Excellent organizational and time management skills with the ability to work on a variety of projects simultaneously with attention to detail and accuracy.

Ability to interact in a professional manner with a diverse group of internal and external constituents, including the FGCU Board of Trustees, elected officials, media, Board of Governors, and the general public.

Ability to adapt, problem solve, prioritize, and work under pressure and deadlines.

Ability to perform basic accounting, budgeting, and finance practices.

Ability to use good judgment with scheduling and time management for the Vice President and Chief of Staff.

Ability to maintain confidentiality and discretion at all times.

Ability to assume new responsibilities on own initiative and execute them in an effective manner.

Ability to meet deadlines and respond quickly to changing and competing priorities.

Ability to think critically and make clear, well-reasoned and timely decisions.

Ability to assess and evaluate priorities to determine which situations need immediate attention.

Ability to anticipate and diffuse problems before they occur.



Salary Range $57,000 - $62,000

Job Duties

Essential Job Duties

•Provides executive level support for the Vice President and Chief of Staff with responsibility for coordinating project activities, information retrieval, and complex administrative matters.

•Composes, edits, and compiles correspondence and reports with a high degree of accuracy.

•Maintains the calendar of the Vice President and Chief of Staff. Schedules appointments, plans and organizes meetings, and takes meeting minutes as requested.

•Adheres to Florida Sunshine Law for public meetings and public records.

•Communicates professionally with key constituents of the university and President, including FGCU Board of Trustees, media, elected officials, and Board of Governors.

•Directs and manages department budgets including monitors expenditures, researches purchase options and prepares purchase requisitions and invoices. Prepares operating budgets and performs ongoing budget analysis. Prepares budget status reports and completes budget transfers.

•Supports the Vice President and Chief of Staff by providing assistance with gathering data and information and responding to a wide range of information requests made of the university.

•Handles cash and checks collected for work related to the Office of Vice President and Chief of Staff in a PCI compliant manner.

•Supports the Vice President and Chief of Staff with fielding media inquiries on a daily basis, during emergencies, and periods requiring crisis communications.

•Handles highly confidential records which may include those related to personnel, collective bargaining, contracts, legal matters, grievances, and complaints.

•Assists with leadership and direction in policy implementation. Shares policy information with key constituents on a regular basis.

•Serves as essential personnel and provides assistance in the event of an emergency on campus as assigned for the Office of Vice President and Chief of Staff.



Other Duties

• Perform other job-related duties as assigned.



Posting Detail Information

Posting Number PS302P

Open Date 07/31/2017

Close Date 08/18/2017

Open Until Filled No

Special Instructions to Applicants

Facebook, LinkedIn, Twitter



Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Do you possess a bachelor's degree or higher from an accredited institution in an appropriate area of specialization?
    • Yes
    • No
  2. * Do you have five or more years of appropriate experience?
    • Yes
    • No
  3. * Do you have experience with operating a personal computer, using Microsoft office (Excel, PowerPoint, and Outlook), and Adobe Acrobat software programs with proficiency?
    • Yes
    • No
  4. * Please explain your directly related experience to the position.

    (Open Ended Question)

  5. * Please indicate the number of years of directly related work experience.

    (Open Ended Question)

  6. * Please indicate how you first learned of this position.
    • Job Board
    • Print Advertisement
    • Social Media
    • Job Fair/Conference
    • FGCU Website
    • Employee Referral
    • Other
  7. * Per the question above, please specify the name of where you FIRST learned of the position?

    (Open Ended Question)



Documents Needed To Apply

Required Documents
  1. Resume
  2. Cover Letter
  3. List of 5 Professional References (with relationship of each)
Optional Documents

PI98878312