Administrative Assistant III

Florida Institute of Technology; Melbourne (KY); On-site; USD 40,000 - 50,000; Full time

Job summary

The Florida Institute of Technology in Melbourne, Kentucky, seeks an experienced Administrative Assistant III to provide advanced administrative and budgetary support to the Vice President of External Affairs. The successful candidate will manage sensitive information and coordinate executive operations with the utmost professionalism.

Responsibilities include complex calendar management, budget monitoring, and preparing presentations. An Associate Degree is preferred. Join a dynamic team committed to excellence.

Qualifications

• High level of professionalism, confidentiality, and independent judgment.
• Experience in managing sensitive information and executive coordination.

Responsibilities

• Provides high-level administrative support to the Vice President of External Affairs.
• Manages divisional budget activities and monitors expenditures.
• Coordinates executive-level operations and prepares presentations.

Education

Associate Degree

Job description

The Administrative Assistant III provides advanced administrative, operational, and budgetary support to the Vice President of External Affairs and administrative assistance to the Assistant Vice President of Governmental Affairs. This position requires a high level of professionalism, confidentiality, tact, and independent judgment when managing sensitive information. The role coordinates executive-level operations, supports divisional initiatives, manages budget activities and reporting, and serves as a primary administrative point of contact for the division. Administrative support to the Office of the President is provided as needed.

Responsibilities

• Provides high-level administrative support to the Vice President of External Affairs, including complex calendar management, meeting coordination, preparation of materials, and logistical support.
• Provides administrative assistance to the Assistant Vice President of Governmental Affairs, including travel coordination, expense reporting, campus tour logistics, and coordination of marketing and informational materials.
• Manages divisional budget activities; monitors expenditures; reconciles p‑cards and expense reports; and works closely with the Vice President of External Affairs to prepare and review monthly budget reports.
• Prepares presentations, correspondence, reports, media tracking summaries, charts, agendas, and other materials using standard business software applications.
• Receives, screens, prioritizes, and routes incoming telephone calls, correspondence, and electronic communications; serves as a point of contact for the division and responds on behalf of leadership as appropriate.
• Maintains electronic and physical files, records, calendars, and documentation in accordance with university policies and procedures.
• Attends meetings as needed to coordinate logistics, prepare and distribute agendas, record meeting minutes, and ensure timely distribution of minutes and action items.
• Provides back‑up assistance for greeting visitors and responding to front‑desk inquiries as needed, ensuring a professional and welcoming environment.
• Arranges business travel and processes related documentation in compliance with university travel and reimbursement policies.
• Performs general office operations including mail distribution, supply inventory management, facilities requests, and coordination with other university departments.
• Provides administrative support to the Office of the President and performs other related duties as assigned.

Qualifications

• Associate Degree preferred.

Equal Opportunity Statement

Equal Opportunity Florida Institute of Technology does not discriminate on the basis of race, color, national or ethnic origin, religion, disability, age, genetic information, marital status, citizenship status, veteran status, and other legally protected characteristics in its activities and programs. In accordance with Title IX of the Education Amendments of 1972, Florida Tech does not discriminate on the basis of sex.