Executive Staff Assistant II

Hillsborough-College; Tampa (FL); On-site; USD 36,000 - 39,000; Full time

Job summary

Hillsborough Community College is seeking a seasoned administrative professional to provide secretarial, administrative and technical support to college executives. The role entails managing the Campus President’s calendar, coordinating meetings, and handling complex document preparation.

The ideal candidate will have an associate degree, strong knowledge of college policies and procedures, and the ability to work with confidential information in a dynamic environment.

Qualifications

• Associate degree or 60 undergraduate hours and 5 years related work experience.
• Knowledge of college policies, procedures and operations.

Responsibilities

• Provide secretarial, administrative and technical support to college executives.
• Manage calendars and organize meetings and campus events for the Campus President.
• Prepare and format complex documents and reports from rough drafts.

Skills

Secretarial support

Administrative support

Technical support

Education

Associate degree

Tools

Shorthand

Transcription

Job description

Compensation Range:$25.74 - $40.83Position Summary:Hiring Salary Range: $25.74 to $28.31 per hour depending on qualifications.Provides secretarial, administrative and technical support to college executive(s).• Performs work of a complex and often confidential nature and relieves supervisors of a wide range of administrative details. Takes initiative and uses judgement to make decisions in the absence of specific directions from supervisor.• Formats and types correspondence, reports and other complex material from rough drafts, making changes as needed. Establishes, maintains and updates distribution lists.• May transcribe dictation using shorthand or transcribing equipment. Completes special projects and technical assignments as assigned.• Establishes and maintains organized files, both hard copy and computer files. Creates and maintains databases. Make copies of correspondence and other documents and materials as necessary.• Answers and screens telephone calls; provides information to callers which requires a detailed knowledge of supervisor’s area of responsibility and College policies, procedures and operations.• Develops, schedules and plans the processing of office work. Maintains essential curriculum and academic data.• Maintains supervisor’s calendar, arranging meetings and appointments. Make travel arrangements as required.• Opens, distributes and prioritize mail. Answers routine inquiries, determines which items can be handled by supervisors subordinates and forwards appropriate items to supervisor.• Prepares and processes materials for and may attend various meetings.• May provide assistance or direction to lower level clerical staff or student/temporary workers.• Performs other similar and related duties as assigned.Additional Job Description:The position provides secretarial, administrative and technical support to college executives. Performs work of a complex and often confidential nature and relieves supervisor of a wide range of administrative details. Takes initiative and uses judgment to make decisions in the absence of specific directions from supervisor.Job Duties:Performs work of a complex and often confidential nature and relieves Campus President of a wide range of administrative details. Take initiative and uses judgment to make decisions in the absence of specific directions from Campus President.Works closely with and helps Campus Presidents by scheduling appointments (maintaining numerous calendars), meeting, by organizing, coordinating prioritizing activities and campus events that fall under the direction of the Campus President.Answers and screens telephone calls; provides information to callers which require detailed knowledge of the Campus President’s responsibility and College policies, procedures and operations.By telephone or in person handles and works to resolve routine, and on occasion complex, student, staff and faculty concerns, complaints, and issues not directly associated with individual divisions and or deans. By telephone or in person communicates and interacts with students, faculty, staff and public to further the interest and the mission of the college plaints.Formats and produces correspondence, reports and other complex material from rough draft, or independently, as required making changes as needed. Completes special projects and technical assignments as assigned.Works closely with all divisional staff assistants to ensure paperwork requiring the Campus President’s approval is completed and submitted in a timely manner according to college policy and procedure.Works closely with College President’s Office and all Executive Staff Assistants throughout the College, in scheduling special meetings, speaking engagements, hosting and attending special functions within and outside of the College.Works closely with the Campus Facilities office on events/functions that directly affect the Campus, and works closely with the College President’s Office on events/functions that directly affect the College.Reviews and prioritizes all incoming mail. Determines which items can be handled by ESA, which items to direct to supervisor’s subordinates and forwards appropriate items to Campus President.Supervises, plans, assigns, schedules, and coordinates work of office staff to ensure efficient office operations. Evaluates performance of assigned staff.Minimum Qualifications:The position requires at least an associate’s degree or two-year college equivalent (at least 60 undergraduate semester hours) and at least five years of prior-related work experience.Close Date: October 12, 2026. Applications must be submitted by 11:59 pm October 11, 2026.Hillsborough Community College is an Equal Opportunity Employer, we believe that diversity and inclusion among our applicants and employees is critical to our success as a community partner.All qualified applicants will receive consideration for employment opportunities without regard to race, color, religion, sex, pregnancy, national origin, age, physical/mental disability, marital status, sexual orientation, gender identity, gender expression, genetic information, and military/veteran status.Preference will also be given to veterans and spouses who are eligible under the Veterans' Preference Law. At time of application, submittal of Form DD214 is the minimum requirement for veterans' preference claim. Note: Please upload your DD214 as an attachment as part of your application at the time of submission.The selected candidate identified for this position will be required to successfully complete a Level II criminal background check, which includes fingerprinting.Hillsborough Community College participates in the US E-Verify program.Apply Today to join our team