Location: Florida, United States
Job Type: Full-Time
Job Number: 00771
Division: New College Foundation
Opening Date: 01/26/2026
Closing Date: 4/30/2026 11:59 PM Eastern
DescriptionThis position provides support to the Vice President of Advancement/Executive Director as well as to the Board of Directors as its Assistant Corporate Secretary in assisting and coordinating the Board with Committee Meeting preparations, agendas, meeting minutes, as well as supporting and coordinating some of the general office support such as office procedures, assisting with events and being involved in the hiring process of new employees, etc.
Examples of Duties- Provide Support to the Vice President of Advancement/Executive Director:
- Schedule a variety of meetings -- with Board of Directors, faculty members, donors and staff (1:1 and regular weekly/bi-weekly meetings)
- Communicate with staff regarding any new procedures, information to be disseminated from the Vice President of Advancement/Executive Director's office
- Track local travel/expenses for monthly expense reports
- Make travel/hotel arrangements
- Keep Vice President of Advancement/Executive Director abreast of office issues as necessary and appropriate
- Keep banking resolutions up to date with new signature cards as required when new or outgoing staff or board members take place
- Arrange Board/donor luncheons and others as necessary
- Assist with tracking and entering VP's prospect meeting debriefs into the system.
- Assist/coordinate quarterly Board of Directors and committee meetings. Coordinate communications with the Board; all required set-up as necessary; provide meeting schedules, public notices; arrange for Board lunches/dinners; prepare working agendas for the Vice President of Advancement/Executive Director and Board Chair; type and distribute minutes; etc.
- Keep Director rosters/committees up to date
- Assist with communications and tracking of annual Board term renewals
- Coordinate new Director (board member) orientation session and put together notebooks; update materials and disseminate to all Directors of the board
- Coordinate meetings as they arise; schedule annual staff retreats as necessary, etc.
- Assist/proofread correspondence, print materials
- Keep calendars for The Keating Center Boardroom and keep online Google Events/Mailings calendars up to date for all staff
- Assist with the hiring process for new employees; collect letters of intent/resumes; interview candidates; send acknowledgement and rejection, letters, etc.
- Coordinate meetings/event setups in The Keating Center for staff as needed
- Coordinate building needs and necessary work requests
- Assist with events: greet/check-in guests, hand out programs, other help as needed
- Update staff lists for the office and emergency contact lists
- Schedule staff to attend various external luncheons
- Sit at the reception desk to greet guests.
- Answer the Foundation reception phone and monitor the Foundation email
- Coordinate schedules with the President's executive assistant
- Handle other miscellaneous matters as they arise
- This position interacts with internal and external departments of the Foundation and College as well as the volunteer Board members, donors, and numerous other external key members of the community.
Human Resource Policies and Procedures: Coordinates HR transactions: new hire actions, terminations, leave of absences, records and files, timesheets, maintaining employee files, payroll sign-up, etc. Liaison for Human Resources to resolve problems or questions associated with appointments and payroll matters. Coordinates recruitment/selection activities for vacancies. Communicate to management when there are issues/problems with employees.
This position is privy to confidential information and responsible for ensuring the privacy and confidentiality of those files and/or verbal/printed information in their possession and control consistent with Federal and State laws, and College policy.
Information Technology: Complete IT forms to onboarding and terminate employees. Provide contact information to employees for questions/concerns regarding the department.
Procurement: Manages purchasing functions, including purchasing cards. Stay informed on all new/current vendors; requesting W-9 and Certificate of Liability Insurance.
Other duties as assigned
Minimum Qualifications- a bachelor's degree in an appropriate area of specialization and five years of appropriate experience. Additional college coursework may substitute at an equivalent rate for the required experience.
Preferred Qualifications- Preference given to those with a minimum of a bachelor's degree and at least (10) year experience as an Executive Assistant.
- Proficiency in Microsoft Office Suite - Word, Excel.
- Experience in nonprofit Board Management is strongly desired.
- Donor software programs, especially Raisers' Edge, a plus.
- Superior organizational management and interpersonal skills.
- Demonstrated ability to direct multiple people and projects.
- Excellent written, grammatical, and oral communication skills.
All candidates must be legally authorized to work in the United States without requiring immigration sponsorship, including but not limited to non-immigrant visas, such as H1B, STEM, or F1, now and in the future.
New College of Florida (NCF) is an equal opportunity employer and educational provider committed to a policy of non-discrimination for any member of the NCF community on the basis of race, creed, color, sex, religion, national origin, age, disability, genetic information, veterans' status, marital status, or any other legally protected group status. This policy applies to faculty, staff, students, volunteers, visitors, applicants, and contractors in a manner consistent with applicable laws, regulations, ordinances, orders, and University policies, procedures, and processes.
