Executive Administrative Assistant, Orlando, FL

Executive Administrative Assistant Role Overview

Excelon Associates is conducting a search on behalf of a private university client for an Executive Administrative Assistant in Orlando, Florida. The role provides vital support to the organization by assisting the President of the client's Florida operations with a wide range of tasks, including scheduling, communication, and office management, while transcribing and compiling complex documents, correspondence, and reports.

This desk supports the President of the client's Florida operations, so precision and discretion set the bar. The Assistant produces and revises complicated documents, policies, and binders, prepares management reports and special projects, coordinates travel and agendas for internal and external constituents, and maintains office records in compliance with record management policies. The technical bar is real too: proficient knowledge of Microsoft Excel and Google Sheets is required, including VLOOKUP, Pivot Tables, Macros, Formulas, and Functions, with flexibility to travel to different campus locations.

Key Responsibilities

Document Production and Editing

• Operate diverse applications to generate documents, correspondence, commitments, policies, endorsements, binders, letters, and memos.
• Use moderate to advanced equipment capabilities to produce and revise complicated documents, such as more involved policies, binders, and other legal documents.
• Proofread and edit own work, and provide information and editorial assistance to management.
• Prepare correspondence, distribution lists, and other documents as requested, including faxing, photocopying, and mailing.

Executive and Office Support

• Coordinate travel, meetings, and calendars for the supervisor's internal and external constituents, including preparing agendas.
• Coordinate travel arrangements while demonstrating good judgment to plan and accomplish goals.
• Perform general secretarial duties, answer the telephone, and take and deliver messages to other departments.
• Support supervisors and other administrative staff, and communicate with supervisors, operators, and users to resolve specific problems or questions regarding documents.

Reporting, Records, and Confidentiality

• Prepare management reports, daily operations reports, and special projects as requested.
• Maintain office records in compliance with record management policies.
• Provide confidential administrative support and perform duties using independent judgment and initiative.
• Develop new operator and desktop publishing applications, test software for routine and special projects, and document departmental procedures.

Qualifications

Education and Experience

• Associate degree from an accredited institution.
• Two years of previous experience in an administrative assistant role, preferably in a higher education or college environment.
• Considerable knowledge of office administration and experience working with management.

Skills and Availability

• Demonstrated ability to be detail-oriented, adaptable, and proactive, with a strong sense of initiative.
• Proficient knowledge of Excel and Google Sheets, including VLOOKUP, Pivot Tables, Macros, Formulas, and Functions.
• Flexibility with schedules, including travel to different campus locations.

Benefits

Core Benefits

• Medical coverage, including HSA and FSA options (dependent and health care).
• Dental and vision insurance.
• 12 paid holidays, paid time off, and a paid volunteer day.
• 401(k) with 50% employer matching.
• Short-term disability and life insurance, with supplemental life insurance options.
• Growth opportunities, education assistance, and professional development benefits.

No-Cost Benefits

• Group life insurance.
• Long-term disability coverage.
• Talent referral program.
• TicketsatWork discount entertainment program.
• Paid day off on your birthday for full-time employees after two years.

Who Thrives as an Executive Administrative Assistant

This role rewards quiet precision. The strongest candidates proofread by reflex, keep confidential material genuinely confidential, and produce polished policies, binders, and reports without being asked twice.

It is also a coordination seat. People who do well here run a president's calendar, travel, and agendas across internal and external constituents, and they use good judgment when plans change at the last minute.

Finally, the spreadsheet skills are not optional. VLOOKUP, Pivot Tables, Macros, and daily operations reports are part of the routine, along with the flexibility to travel between campus locations when the work calls for it.

About Excelon Associates and the Client

Excelon Associates is a retained executive search firm founded in 2007, headquartered in Asheville, North Carolina, with offices in Boca Raton and Delray Beach, Florida, and a dedicated recruitment practice across higher education. This search is being conducted by Excelon Associates on behalf of a private university client.

The client's Orlando operation fosters a community devoted to academic excellence, innovation, and human development, supported by a culture of teamwork, respect, and ongoing learning. Employees enjoy professional growth opportunities, career stability, and the satisfaction of contributing to an organization that changes lives through education. You can browse current open roles, review recent campaigns, or explore the firm's higher education recruitment practice.

Frequently Asked Questions

How to Apply for This Administrative Assistant Role

The client is an equal opportunity employer and values all applications. Excelon does not discriminate on the basis of race, religion, sex, gender, sexual orientation, national origin, marital or veteran status, disability, age, or any other characteristic protected by law.