Executive Assistant I - 995966

Nova Southeastern University; Fort Lauderdale (FL); On-site; USD 25,000 - 39,000; Full time

Job summary

Nova Southwestern University in Fort Lauderdale seeks an events coordinator to provide high-level administrative support to executives and to plan and execute special events and conferences.

You will consult with staff to determine objectives, manage budgets, coordinate facilities, travel, catering, and AV needs, and conduct post-event evaluations for continuous improvement.

This non-profit, hourly position offers a competitive benefits package and opportunities to contribute to NSU's mission.

Qualifications

• High School diploma or equivalent required.
• Four years of executive-level admin support; or three years with an associate degree.
• Travel may be required daily or overnight.

Responsibilities

• Consult with staff to determine event objectives and requirements.
• Plan scope and format of events with committees and monitor budgets.
• Coordinate venues, transportation, catering, signage, AV, and other needs.
• Ensure adherence to department policies and maintain proper records.
• Prepare and edit internal and external complex communications.
• Process invoices and maintain event financial records.

Skills

Service Orientation

Active Listening

Reading Comprehension

Speaking

Critical Thinking

Writing

Complex Problem Solving

Time Management

Education

High School Diploma or Equivalent

Tools

MS Office Suite

Job description

We are excited that you are considering joining Nova Southwestern University! Nova Southwestern University (NSU) was founded in 1964, and is a not-for-profit, independent university with a reputation for academic excellence and innovation. Nova Southwestern University offers competitive salaries, a comprehensive benefits package including tuition waiver, retirement plan, excellent medical and dental plans and much more. NSU cares about the health and welfare of its students, faculty, staff, and campus visitors and is a tobacco-free university. We appreciate your support in making NSU the preeminent place to live, work, study and grow. Thank you for your interest in a career with Nova Southwestern University.

Primary Purpose

Contributes to the achievement of University objectives through the planning and execution of special events and high-level administrative support to executives.

Job Category:

Non-Exempt

Hiring Range:

Commensurate with experience

Pay Basis:

Hourly

Subject to Grant Funding?

No

Essential Job Functions

• Consults with staff to determine objectives and requirements for events such as meetings, and conferences.
• Meets with staff and College organizing committees to plan scope and format of events, to establish and monitor budgets, or to review administrative procedures and event progress.
• Inspects event facilities to ensure that they conform to department requirements.
• Designs and implements efforts to publicize events.
• Organizes registration of event participants.
• Coordinates services for events, such as accommodation and transportation for participants, facilities, catering, signage, displays, special needs requirements, printing and event security.
• Arranges the availability of audio-visual equipment, transportation, displays, and other event needs.
• Evaluates and selects providers of services according to department requirements.
• Confers with staff at a chosen event site to coordinate details.
• Conducts post-event evaluations to determine how future events could be improved.
• Maintains records of event aspects, including financial details.
• Reviews event bills for accuracy, and submits payment.
• Responds to inquiries requiring in-depth understanding of work-area policies and procedures and resolves complex problems to ensure questions are answered and issues resolved timely.
• Composes and edits internal and external complex communications to ensure professional communications.
• Compiles and organizes documentation, develops and maintains electronic filing systems to ensure appropriate document retention.
• Coordinates complex projects and communication materials; organizes high profile events, conferences and meetings to ensure a professional outcome.
• Enters data and generates reports from NSU specific software systems to ensure accurate processing and record keeping.
• Schedules meetings/appointments/events and coordinates travel to ensure timely scheduling.
• Coordinates with Information Technology staff for the creation and archiving of on-line training courses.
• Acts as a liaison for faculty, staff and students as it relates to training and preparation of certificates of completion.
• Completes special projects as assigned.
• Performs other duties as assigned or required.

Job Requirements

Required Knowledge, Skills, & Abilities:

Knowledge:

• Ability to maintain confidentiality and handle sensitive information with judgment and discretion.
• Customer and Personal Service - Working knowledge of principles and processes for providing customer and personal services. This includes needs assessment, meeting quality standards for services, and evaluation of user satisfaction.
• English Language - General knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
• Public Safety and Security - Working knowledge of relevant equipment, policies, procedures, and strategies to promote effective local, state, or national security operations for the protection of people, data, property, and institutions.
• Administration and Management - Working knowledge of business and management principles involved in strategic planning, resource allocation, budgeting, human resources modeling, leadership technique, and/or coordination of people and resources.
• Clerical - Thorough knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology.
• Advanced knowledge of MS Office Suite (Outlook, Word, Excel, and PowerPoint).

Skills

• Service Orientation - Basic skills in actively looking for ways to help people.
• Active Listening - Basic skills in giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
• Reading Comprehension - Proficient understanding of written sentences and paragraphs in work-related documents.
• Speaking - Proficient skills in talking to others to convey information effectively.
• Critical Thinking - Basic skills in using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.
• Writing - Proficient skills in communicating effectively in writing as appropriate for the needs of the audience.
• Complex Problem Solving - Basic skills in identifying complex problems and reviewing related information to develop and evaluate options and implement solutions.
• Time Management - Advanced skills in managing one's own time and the time of others.

Abilities

• Selective Attention - The ability to concentrate on a task over a period of time without being distracted.
• Deductive Reasoning - The ability to apply general rules to specific problems to produce answers that make sense.
• Information Ordering - The ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.g., patterns of numbers, letters, words, pictures, mathematical operations).
• Problem Sensitivity - The ability to tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing there is a problem.

Physical Requirements

• Near Vision - Must be able to see details at close range (within a few feet of the observer).
• Speech Recognition - Must be able to identify and understand the speech of another person.
• Speech Clarity - Must be able to speak clearly so others can understand you.
• Travel - Must be able to travel on a daily and/or overnight basis.
• May be required to work nights or weekends.
• May be exposed to short, intermittent, and/or prolonged periods of sitting and/or standing in performance of job duties.

Required Certifications/Licensures

Required Education:

High School Diploma or Equivalent

Major (if Required

Required Experience:

High School Diploma and four (4) years of experience providing support to the executive level. --OR-- Associate's Degree and three (3) years of clerical/administrative experience providing support to the executive level.

Preferred Qualifications

Is this a safety sensitive position?

No

Background Screening Required?

No

Pre-Employment Conditions

Sensitivity Disclaimer:

Nova Southwestern University is in full compliance with the Americans with Disabilities Act (ADA) and does not discriminate with regard to applicants or employees with disabilities and will make reasonable accommodation when necessary.

NSU is an Equal Opportunity Employer and considers applicants for all positions without regard to race, color, religion, creed, gender, national origin, age, disability, marital or veteran status or any other legally protected status.