Executive Administrative Assistant, Board and General Counsel - posted 9/18/19

Executive Administrative Assistant, Board and General Counsel - posted 9/18/19

Company Name: 
Palm Beach State College
FT/PT Status: 
Full Time
Lake Worth
Salary Range: 
Job Summary: 

Job Summary:

Under general supervision, responsible for providing highly confidential and complex administrative support to the District Board of Trustees and the General Counsel office. Serves as the liaison between the trustees and state officials, including the Office of the Governor. Serves as the initial contact for the internal and external constituents on all matters pertaining to the District Board of Trustees.

Job Description
Duties and Responsibilities:
(This list is not exhaustive and may be supplemented as necessary)

  • Performs highly confidential administrative duties that require broad and comprehensive knowledge of the organization’s policies and operations.
  • Maintains legal files and databases, schedules meetings, makes travel arrangements, maintains calendar, and prepares and coordinates correspondences.
  • Maintains master file of Board policies and official Board records; Works with General Counsel and President to facilitate the Board of Trustees and compiles and distributes official Board Agenda and related materials for meetings.
  • Maintains and transcribes official minutes of the Board meetings and workshops. 
  • Prepares and distribute summary descriptions of the meetings to staff and the college.
  • Executes and distributes Board approved documents to appropriate College departments.
  • Works with various departments on the timing and submission of legal and nonlegal board items, presentations and speakers and ensures that meeting locations are setup properly.
  • Attends regular, special and/or committee meetings and workshops of the Board. 
  • Responds to questions and concerns of members at other times
  • Prepares, maintains, organizes sensitive electronic and paper legal and confidential files and materials; distributes as needed. Enters, updates, and retrieves information.
  • Researches, compiles, organizes, and prepares legal documents and forms for review and approval.
  • Performs, coordinates, and monitors special projects to ensure maximum effectiveness and compliance
  • Coordinate with other departments to make sure that contracts are ready for review or that they have been revised as requested.
  • Contract support reviewing, compiling, version management, and language management
  • Manage contract legal review process through version management, edits, rewrites, and doc compare
  • Coordinates with outside counsel in the production and management of discovery.
  • Assist in the preparation of electronic purchase orders and may transfer budget items, as needed.
  • Travel to meetings, between College locations, and for other purposes.
  • Performs other job-related duties as assigned.
Requirements or Qualifications: 

Required Minimum Qualifications:

Education and Experience:

  • High school diploma or GED with 6 or more years related working experience or
  • Associate’s degree with 4 or more years related working experience
  • Experience supporting senior leadership

Knowledge of:

  • Florida Statutes and Administrative Code.
  • Roberts Rules of Order.
  • Public meeting administration
  • Legal office management and administration.
  • Legal terminology, procedures, and forms.
  • Microsoft Office Professional or similar application.

Skill in:                     

  • Verbal and written communication
  • Attention to detail
  • Problem/situation analysis
  • Effective time and task management
  • Multitasking capabilities.
  • Preparing legal correspondences.
  • Flexibility and adaptability
  • Multitasking capabilities
  • Organizing and responding to discovery

Ability to:

  • Research information
  • Maintain strict confidentiality and discretion
  • Work a flexible schedule during key events at the college
  • Maintain effective working relationships.
  • Demonstrate critical thinking
  • Work with diverse populations and varying education levels
  • Prioritize assignments, workload, and manage time accordingly
  • Work in red-line

Licenses, Registration, Certifications, or Special Requirements:
Must meet the requirements to become a Notary Public in Florida.

Preferred Qualifications:

  • Education and Experience:
  • Bachelor’s Degree in related field of study
  • Public Sector experience
  • Paralegal experience
  • Workday experience
Application Process: 
Selection Criteria: 
Additional Information: