Strategic Executive Admin & Purchasing Coordinator

Edward Waters; Jacksonville (FL); On-site; USD 45,000 - 60,000; Full time

Job summary

Edward Waters University in Jacksonville is seeking an Executive Administrative Assistant & Purchasing Coordinator to support the Vice President of Finance, Administration, and Business Innovation. The role manages executive calendars, travel, board materials, confidential records, and procurement from requisition to contract award.

You will develop RFPs/ITBs/RFQs/RFIs, maintain vendor relationships, ensure compliance with 2 CFR Part 200 Uniform Guidance, and assist with budgets, audits, and

Qualifications

• Associate's degree in Business Administration, Public Administration, Finance, Supply Chain Management, Office Administration, or related field.
• Minimum of three years of executive administrative support experience.
• Minimum of two years of purchasing or procurement experience.
• Experience supporting senior executives.

Responsibilities

• Provide high‑level executive administrative support to the Vice President of Finance, Administration, and Business Innovation.
• Manage a complex executive calendar, schedule meetings, travel, and prepare materials.
• Coordinate procurement activities from requisition through contract award.
• Develop and administer competitive solicitations (RFPs, ITBs, RFQs, RFIs).
• Assist departments with procurement planning and vendor management to ensure policy compliance.
• Ensure procurement activities comply with 2 CFR Part 200 Uniform Guidance and federal funding requirements.
• Maintain vendor files, review W‑9s, COIs, ACH forms, E‑Verify certificates, and contract records.
• Prepare purchasing reports, spend analyses, and assist with audits and budgeting.

Skills

Executive admin support

Calendar management

Confidentiality

Communication

Procurement knowledge

RFP/ITB/RFQ/RFI management

Procurement compliance

Education

Associate's degree in Business Administration or related

Bachelor's degree preferred

Tools

MS Office Suite

ERP systems (Ellucian Colleague, Banner, Workday, Oracle)

Job description

Edward Waters University in Jacksonville is seeking an Executive Administrative Assistant & Purchasing Coordinator to support the Vice President of Finance, Administration, and Business Innovation. The role manages executive calendars, travel, board materials, confidential records, and procurement from requisition to contract award.

You will develop RFPs/ITBs/RFQs/RFIs, maintain vendor relationships, ensure compliance with 2 CFR Part 200 Uniform Guidance, and assist with budgets, audits, and