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Trustee Assistant Jobs in Florida (NOW HIRING)

Msmc

Executive Assistant

Miami Beach, FL · On-site

... respective assistant is on vacation or out ill as necessary. * Makes minor decisions on ... Trustees. * Independently prepares check requests for signature obtaining the appropriate ...

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Trustee Assistant information

What is a trustee assistant?

Trustee Assistants are professionals who support trustees in administering trusts, estates, or other fiduciary arrangements. Their responsibilities typically include organizing documents, assisting with trust distributions, maintaining records, communicating with beneficiaries, and ensuring compliance with legal and financial regulations. They play a key role in streamlining administrative tasks and helping trustees fulfill their duties efficiently and accurately. Trustee Assistants often work in legal, financial, or estate planning firms.

How does a trustee assistant typically interact with trustees and beneficiaries on a daily basis?

A Trustee Assistant often serves as a liaison between trustees, beneficiaries, and other professionals such as attorneys and accountants. Daily activities can include scheduling meetings, preparing reports, managing correspondence, and ensuring timely distribution of trust documents. The role requires strong communication skills, as the assistant must clearly convey information, address beneficiary inquiries, and support trustees in administrative tasks. This collaborative environment helps ensure the smooth operation and compliance of trust administration.

What are the key skills and qualifications needed to thrive as a trustee assistant, and why are they important?

To thrive as a Trustee Assistant, you need strong organizational skills, attention to detail, and a background in finance, law, or administration—often supported by a relevant degree or experience in trust services. Familiarity with trust management software, document management systems, and financial reporting tools is typically required. Excellent communication, discretion, and problem-solving abilities help build effective relationships with trustees, beneficiaries, and professionals. These skills ensure accurate administration of trusts, compliance with legal obligations, and smooth daily operations.

What cities in Florida are hiring for Trustee Assistant jobs?

Cities in Florida with the most Trustee Assistant job openings:

Trustee Assistant jobs near you
Infographic showing various Trustee Assistant job openings in Florida as of August 2026, with employment types broken down into 1% As Needed, 76% Full Time, 20% Part Time, 1% Temporary, and 2% Contract. Highlights an 98% Physical, 1% Hybrid, and 1% Remote job distribution.

Director, Office of the President and District Board of Trustees

Polk State College

Winter Haven, FL • On-site

$52K - $66K/yr

Full-time

Medical, Dental, Vision, Retirement, PTO

Re-posted 13 days ago

Polk State College rating

7.2

Company rating: 7.2 out of 10

Based on 7 frontline employees who took The Breakroom Quiz

390th of 631 rated colleges and universities

Job description

Salary: $52,543.00 - $66,754.00 Annually
Location : Winter Haven
Job Type: Full-Time
Job Number: 202600133
Org: President
Opening Date: 06/26/2026
Please label all uploaded documents with your full name (for example: Jane_Doe_Resume). This helps ensure your materials are properly matched to your application.
If you are a currently active Polk State College employee, please create an account using your polk.edu staff email address. Our HR system will not recognize you as an active employee.
Description
This is a highly responsible and multifaceted position which requires advanced administrative skills and good judgment in dealing with highly confidential matters as an assistant to the College President and the District Board of Trustees. This position entails excellent customer service skills and the ability to prioritize and manage multiple projects quickly. Exceptional organizational skills, flexibility and an enjoyment of the administrative challenges associated with supporting a busy office with diverse people and programs are essential.
Essential Functions/Duties
  • Provides administrative support for the President, which includes managing multiple calendars, arranging travel schedules, and scheduling appointments; responsible for numerous table sponsorships for outside functions and inviting and ensuring that Polk State employees and/or trustees are present at these events.
  • Serves as a primary point of direct contact and liaison with other offices, individuals, and external institutions and agencies on a range of specified issues; organizes and facilitates meetings, conferences, and other special events. Requires frequent contact with legislators and the community.
  • Utilizes knowledge and understanding of underlying operational issues to assist in administrative problem solving, and in the planning, development, and implementation of special projects and programs.
  • Research information, compiles statistics, and gathers and computes various data; prepares reports, summaries, and replies to inquiries, by selecting relevant data from a variety of sources.
  • Attends monthly President's Staff meetings and takes and transcribes meeting minutes. Attends weekly Executive Leadership Team meetings and takes and transcribes meeting minutes. Gather and prepare extensive meeting materials, make room reservations, sends calendar invites, arranges AV services, solicits agenda items, prepares agenda, creates, and distributes meeting hand-outs and coordinates guest speakers.
  • Organizes and facilitates special events (Convocation); schedules and coordinates dates and times, venues, attendance, program, agendas, AV services, catering and facilities, and provides administrative support and follow-up on matters arising from events.
  • Gathers, enters, and/or updates data to maintain departmental records and databases; establishes and maintains files and records for the office. Maintains payroll records for President's Staff members.
  • Creates, composes, and edits technical and/or administrative correspondence and documentation; screens and evaluates incoming and outgoing correspondence and prepares responses as appropriate.
  • Assists in the coordination, supervision, and completion of special projects.
  • Maintains budgets for the President's Office, Public Relations account, Institutional Memberships, and the Board of Trustees.
  • Maintains Board of Trustees' files and records including business travel accident insurance renewal, public official bond applications and renewals and off-site and on-site BOT records keeping and destruction
  • Handles registrations, makes travel arrangements and processes travel reimbursements for Trustees.
  • Attends monthly Board of Trustees meetings and annual retreat and transcribes meeting minutes, then disseminates various Board approved items to FLDOE, Business Services, Academic Affairs and Human Resources.
  • Prepares legal advertisement of Board meetings to appropriate news media. Posts meeting notices for monthly Board meetings and Board retreats on bulletin board and electronically posts on Polk.edu
  • Responsible for the maintenance, approval process, distribution, and electronic posting of the Office of the President's Rules & Procedures.
  • Gathers and prepares extensive information for monthly Board meeting. Enters President's office agenda items into the NovusAgenda system, proofs the complete meeting packet, electronically distributes packets to Trustees and select College staff and creates and distributes hand-outs for the President's Report.
  • Maintains monthly attendance records for Trustees, prepares year-end Board meeting travel reimbursement forms, processes travel disbursements for each member and conducts new Trustee orientations and onboarding tasks.
  • Consults with students, alumni, business executives, potential donors, civic group leaders, community group representatives, area chambers of commerce executives and other members of the public on College issues.
  • Consults with the Board, the President's staff members, and College faculty and staff on administrative issues.
  • Supervises daily office activities and the Administrative Assistant in the President's Office.

Typical Qualifications
Required Knowledge, Skills, and Personal Qualifications:
  • Ability to establish an effective rapport with students, College staff, alumni, current and potential donors, business members, civic groups, members of the public, and economic development group members using a high degree of diplomacy and tact.
  • Excellent knowledge of business English, spelling, and punctuation.
  • Strong knowledge of MS Office, including Word, Excel, PowerPoint, and Outlook.
  • Excellent organizational skills, with special attention to detail.
  • Requires the ability to handle multiple tasks and deadlines while working independently.
  • Ability to exercise sound independent judgment and discretion in the completion of assigned projects and tasks.
  • Excellent oral, interpersonal, and written communications skills; requires diplomacy and tact in all interactions with a wide variety of people.
  • Ability to work well with others.
  • Above average skills with computer, word processing, spreadsheets, and databases.
  • Ability to maintain highly confidential information is imperative.
  • Spanish language skills are helpful but not required.

Working Conditions:
  • Weekend and evening work may be occasionally required.
  • This position may be required to work during College closures (Winter/Spring break, inclement weather closures, holidays, etc.).
  • This position is a full-time, on-campus position. Remote and hybrid options are not available.
  • This position is based at our Winter Haven campus, but may be required to travel to other campuses, locations, and community events in Polk County.
  • Attendance at District Board of Trustee Meetings is required.
  • Limited travel outside of Polk County may occasionally be required.
  • Must be able to work proficiently in a busy work area with constant interruptions.
  • Must be flexible and able to adapt well to changes.
  • Must be able to sit and work on a computer for extended periods of time.

Salary and Benefits Information
  • This position is level P15.
  • We offer a comprehensive benefits package that includes medical, dental, and vision coverage; short-term disability; paid holidays and sick leave; vacation (excluding faculty positions); retirement benefits for eligible employees; and college fee waivers.

Required Education:
  • A Bachelor's degree from a regionally accredited college or university is required.

Alternate Credential:
  • Associate's degree from a regionally accredited college or university with 8 years of relevant experience.

Required Experience:
  • At least six years of experience as an administrative assistant to senior management (Administrator/Director-level or higher) is required. Experience with C-Suite/Vice President-level preferred.

Supplemental Information
Submissions that do not include all parts of the following required information will not be considered:
  • a resume.
  • an electronic job application (all sections MUST be completed).

Important Information
  • If you are a retiree of the Florida Retirement System (FRS), please check with the FRS on how your current benefits will be affected if you are re-employed with the State of Florida. Your current retirement benefits may be canceled, suspended, or deemed ineligible depending upon the date of your retirement.
  • Polk State College participates in E-Verify. Candidates must provide documentation of eligibility to work in the United States. Polk State College does not provide visa sponsorship.
  • To request Veteran's Preference, please be sure to upload all necessary documents (DD-214, etc.) to your application.
  • Polk State College is a drug-free workplace.
  • Polk State College is committed to working with and providing reasonable accommodation to applicants and employees with disabilities. Reasonable accommodation is considered on a case-by-case basis.
  • Employment visa sponsorship is unavailable for this position. Applicants requiring employment visa sponsorship now or in the future (e.g., F-1 STEM OPT, H-1B, TN, J1, etc.) will not be considered.
  • Reference checks, successful completion of a background check, and third-party Education Verification for all stated degrees will be required prior to employment.
  • Polk State College does NOT provide relocation assistance for this position.

Equal Opportunity Statement
Polk State College does not discriminate on the basis of race, color, national origin, sex, disability, or age in its programs, activities, or employment. For information about the College's equal access and equal opportunity policies and procedures, or to file a complaint, please contact:
Title IX Coordinator
3425 Winter Lake Road
Lakeland, FL 33803
863.669.2903
For additional information, visit
We encourage applicants to provide feedback on their experience or request help at Careers@polk.edu
We offer a comprehensive benefits package that includes medical, dental, and vision coverage; short-term disability; paid holidays and sick leave; vacation (excluding faculty positions); retirement benefits for eligible employees; and college fee waivers.
To learn more details, visit our benefits page.
01
Are you over the age of 18?
  • Yes
  • No

02
Are you currently authorized to work in the United States for any U.S. employer?
  • Yes
  • No

03
Will you now or in the future require any type of employer sponsorship or immigration-related support to legally work for Polk State College? (This includes but is not limited to the following: H-1B, H-1B1, J-1, TN, E-3, O-1, F-1 CPT, F-1 OPT, F-1 STEM OPT.)
  • Yes
  • No

04
Are you currently in a period of F-1 CPT or OPT or seeking employment under one of these programs?
  • Yes
  • No

05
Do you have a valid Florida Driver's License?
  • Yes
  • No

06
Are you a United States Veteran or a qualifying family member seeking to use Veterans' Preference? (Please upload your DD-214 documents to your profile/application.)
  • Yes
  • No

07
Are you a current employee at Polk State College?
  • Yes
  • No

08
Are you bilingual?
  • Yes
  • No

09
I am able to work 100% on campus and I do not require a remote or hybrid schedule.
  • Yes
  • No

10
Which statement below best describes the highest level of education you have completed?
  • High School Diploma/GED
  • Associate's Degree
  • Bachelor's Degree
  • Master's Degree
  • Master's Degree + 18 graduate hours
  • Doctorate Degree

11
How many years of professional experience as an administrative assistant to senior management do you have?
  • No experience
  • Less than 1 year of experience
  • 1 year but less than 2 years of experience
  • 2 years but less than 3 years of experience
  • 3 years but less than 5 years of experience
  • 5 years but less than 6 years of experience
  • 6 years but less than 8 years of experience
  • More than 8 years of experience

12
The information provided in your application must support your selected answers in the supplemental questions. The information you provide will be verified and documentation may be required. Please be honest and accurate as possible. You may be asked to demonstrate your knowledge and skills in a work sample or during the interview. By completing this supplemental questionnaire, you are attesting that the information you have provided is accurate. Any misstatements, omissions, or falsification of information may eliminate you from consideration or result in dismissal.
  • Yes, I understand and agree
  • No, I do not agree

Required Question

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