Administrative Assistant - Office Of The President

The Administrative Assistant provides comprehensive administrative support to the Office of the President and contributes to the efficient operation of one of the College's most visible and dynamic offices. Reporting to the Executive Manager, this position supports executive-level activities through calendar coordination, communications management, event support, records administration, and special project assistance.

This role requires a highly organized and service-oriented professional who can exercise discretion, maintain confidentiality, and build positive working relationships with individuals at all levels of the institution and community. The successful candidate will demonstrate initiative, adaptability, and a commitment to excellence while helping advance the strategic priorities of the President's Office and Indian River State College.

About Us

Indian River State College is a leading public institution on Florida’s Treasure Coast, serving students across multiple campuses in four counties. We are committed to academic excellence, innovation, and community engagement, offering associate and bachelor’s degrees, workforce training, and continuing education programs that meet the needs of our region.

At The River , we believe every student’s and every employee’s story matters. We value the diverse perspectives, experiences, and talents that come together across our campuses, creating a learning environment and workplace that is supportive, inclusive, and inspiring.

With flexible learning options online, on campus, and hybrid, we meet students where they are and prepare them for real-world success. Programs like the Promise Program expand access by providing eligible students with tuition-free opportunities, ensuring every learner has the chance to thrive.

Why Join The River

When you join Indian River State College, you become part of a collaborative and mission-driven community where your work makes a meaningful impact. Here, your role is more than a job;
it’s an opportunity to shape futures, support student success, and contribute to a college that is changing lives every day.

What We Offer

We are committed to supporting the well-being and professional growth of our employees through a comprehensive and competitive benefits package:

• Health & Wellness: Medical, dental, and vision coverage;
  flexible spending accounts;
  life insurance;
  supplemental plans;
  and an Employee Assistance Program (EAP)
• Affordable Coverage: PPO and HMO options starting at approximately $50/month for individual coverage and $180/month for family coverage
• Retirement Security: Florida Retirement System (FRS) participation, plus optional tax-deferred annuities and Roth 403(b) plans
• Work-Life Balance: Generous paid vacation, personal, and sick leave
• Perks & Discounts: Reduced rates on services and access to local attraction discounts
• Growth & Development: Professional development opportunities, leadership training, and career advancement pathways

JOB SUMMARY:

Under direct supervision, this position supports the Executive Manager to the President of IRSC. The role involves managing essential administrative functions to ensure the smooth operation of the President’s Office, handling sensitive information with discretion, and interacting with college stakeholders, including students, faculty, and external partners. Provide essential administrative support to senior leadership. Respond to inquiries and assisting in resolving complaints/issues. Maintain substantial and frequent contact with Board members, Senior Leadership, Administrators, Faculty, and Staff. Provide comprehensive support to the Executive Manager, including planning and executing Board meetings and other events.

SPECIFIC DUTIES AND RESPONSIBILITIES:

• Support to Executive Manager: Assist the EM by managing the President’s calendar, scheduling appointments, and preparing materials for meetings and events.
• Communication Management: Uses independent judgment in planning and decision-making regarding administrative and business operations when responding to inquiries, routing phone calls, and managing correspondence, ensuring timely communication between the President’s Office and other departments.
• Document Preparation and Records Management : Draft, format, and proofread documents, presentations, and reports;
  organize and maintain physical and electronic files with a high level of accuracy and confidentiality.
• Event Coordination : Assist in organizing meetings, events, and special engagements hosted by the President’s Office, including logistics planning and on-site support. Assist with the promotion of special events.
• Special Projects : Independently manage and execute special projects as requested by the Office of the President Executive Manager. Many projects delegated to this position are unique and may require exercising independent research and decision-making. Support the EM in managing projects that require coordination with internal departments and external stakeholders, contributing to the efficient operation of the President’s Office.
• Serve as a backup to the Executive Manager during absences or high workload periods.
• Visitor Reception: Serve as the primary point of contact for visitors to the President’s Office, ensuring a welcoming and professional environment.
• Complete all other duties and responsibilities as assigned.

QUALIFICATIONS, KNOWLEDGE AND SKILL REQUIREMENTS:

• Associate’s degree in a related field preferred or an equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.
• Minimum of five (5) years in an administrative role, preferably in higher education or an executive office.
• Strong problem-solving skills with minimal direction.
• Ability to work independently and collaboratively, prioritize tasks, and manage multiple projects under deadlines .
• Proficiency in office administration, bookkeeping, and related equipment.
• Ability to work both independently and collaboratively and to prioritize and effectively execute concurrent projects under pressure of deadlines and a public setting with consistent accuracy and attention to detail.
• Independent judgment in planning and decision-making for administrative and business operations.
• Excellent organizational, filing, data analysis, scheduling, time management, and prioritization skills.
• High level of professional discretion, confidentiality, and interpersonal communication skills.
• Exceptional written and verbal communication skills, with the ability to interact at all levels of the institution.
• Expert knowledge of Adobe and MS Office programs (Word, Excel, Access, PowerPoint) and aptitude for learning new software.
• Ability to troubleshoot computer programs and assist others with software use.
• Detail-oriented, able to multi-task, make sound judgments, and function in a fast-paced environment.
• Professionalism, diplomacy, and discretion in interactions with a diverse population.
• Ensures accuracy in all communications and documents.
• Knowledge of IRSC policies and procedures preferred.

PHYSICAL DEMANDS:

This position classifies the physical exertion requirements as light work involving lifting no more than 20 pounds at a time with frequent lifting or carrying of objects weighing up to 10 pounds. Even though the weight lifted may be very little, a job is in this category when it requires a good deal of walking or standing, or when it involves sitting most of the time with some pushing and pulling of arm or leg controls. To be considered capable of performing a full or wide range of light work, you must have the ability to do substantially all of these activities. If someone can do light work, we determine that he or she can also do sedentary work, unless there are additional limiting factors such as loss of fine dexterity or inability to sit for long periods of time.