Executive Assistant
University of Miami

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The Executive Assistant leads the broad scope of executive support-related activities and/or special projects for top-level leadership (Assistant VP and above or equivalent) and their functional area(s) to facilitate the efficient operations of the office and function. Responsible for schedule management, office management, travel arrangements, communications, information preparation, data management and analysis. This role represents the executive and their interests to others. The Executive Assistant has delegated authority regarding matters of significance. In addition, performs work without specific instruction or prescribed procedures.

CORE JOB FUNCTIONS

Reports to and supports top-level leadership (Assistant VP and above) and their department(s) with high-level executive support. Acts as executive liaison and advises others of the executive's activities and views on policies or issues, using judgment and discretion. Manages executive's calendar and approves/declines meeting requests on behalf of the executive to ensure schedule is aligned to meet upcoming deadlines and/or priorities. Prioritizes meetings for executive to include the rescheduling and/or cancellation of other high-level meetings. Manages executive's travel arrangements and budget. Independently creates memos, reports, presentations, project timelines and documents for distribution to members of various departments or meeting on behalf of the executive. Ensures executive is prepared for meetings and/or presentations and is kept abreast of important information prior to any meetings/conference calls. Uses independent judgement to respond on behalf of the executive, ensuring the confidential handling of information, correspondence and communications, including incoming, outgoing, and electronic communications on behalf of executive. Prioritizes and manages multiple projects and/or special assignments championed by the executive. Leads the planning of annual or ad-hoc special events. Trains and supervises lower level clerical staff as needed. Adheres to University and unit-level policies and procedures and safeguards University assets. Promotes quality improvement and best practice solutions. Communicates with the research community, all OVPRS groups and external customers as applicable and provides consistent excellent customer service.

This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities as necessary.

CORE QUALIFICATIONS

Education:

Associate's degree in relevant field.

Certification and Licensing:

N/A

Experience:

Minimum 5 years of relevant experience providing executive level assistance. Any appropriate combination of relevant education, experience, and/or certifications may be considered.

Knowledge, Skills and Attitudes:

• Ability to communicate effectively in both oral and written form. Excellent writing and editing skills a must.
  
• General knowledge of office procedures and operations.
  
• Ability to accurately prepare and maintain records, files, reports and correspondence.
  
• Ability to process and handle confidential information with discretion.
  
• Skilled in completing assignments accurately and with attention to detail.
  
• Proficiency in computer software (i.e., Microsoft Office).
  
• Must possess excellent organizational skills and be flexible.
  
• Ability to multitask and manage several projects simultaneously.
  
• Must be able and willing to provide excellent customer service at all times.
  
• Must be able to communicate effectively and customer-service oriented verbally and in writing.
  
• Ability and willingness to continuous quality improvement and learning.
  
• Ability to maintain effective interpersonal relationships.
  
• Knowledgeable about Project Management Concepts.
  

Department Specific Functions

• Completes special assignments for the Associate Vice President (AVP) for the Research Regulation, Integrity, Security & Evaluation Office, which requires collecting, organizing, and analyzing data and producing reports.
  
• Manages documentation regarding substance of discussions and coordinates staff response to action items, selecting relevant information from a variety of sources.
  
• Ensures requests for action have been appropriately delegated, oversees status of action items, and updates the AVP on their completion.
  
• Responsible for alerting and briefing the AVP on emerging issues, initiatives, and projects, and provides status reports on an ad hoc basis.
  
• Composes and prepares confidential correspondence and other documents as required by the AVP; follows-up on all correspondence that requires answers, responses, and written replies.
  
• Reviews outgoing correspondence for executive approval and alert writers to any conflicts or departures from policies or the AVP's viewpoint.
  
• Prioritizes and manages multiple projects and/or special assignments championed by the executive. Contacts or responds to contacts from high-ranking individuals inside or outside the institution.
  
• Interprets and adapts guidelines, including unwritten policies, precedents, and practices.
  
• Manages the AVP's calendar to ensure effective use of time and schedules meetings with senior leadership and faculty and staff across the University and Medical Center, including senior officers according to priority.
  

• Ensures the AVP is adequately prepared for meetings (with information and materials and coordinates briefing when necessary).
  
• Prepares support materials for meetings, including agendas, list of participants, background documents, and follows up on directives.
  
• Collaborates with the OVPRS and administrative department heads to prepare presentations and provide background research for various meetings and projects.
  
• Completes and/or submits various University forms, including BERFs, requisitions, purchase orders, work orders, and personnel postings.
  
• Solves operational problems (i.e., supervision, staffing, budget, transfer, equipment, space) as needed.
  
• Coordinates all travel plans ensuring appropriateness and thoroughness of arrangements.
  
• Provides support for personnel searches and coordinates with Human Resources, as needed.
  
• Assists the Compliance Committee team with evaluation of existing processes and streamlining such processes as it relates to IACUC protocol approvals.
  
• Assists the leadership of the Research Regulation, Integrity, Security & Evaluation groups, as needed.
  

This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities as necessary.

The University of Miami offers competitive salaries and a comprehensive benefits package including medical, dental, tuition remission and more.

UHealth-University of Miami Health System, South Florida's only university-based health system, provides leading-edge patient care powered by the ground breaking research and medical education at the Miller School of Medicine. As an academic medical center, we are proud to serve South Florida, Latin America and the Caribbean. Our physicians represent more than 100 specialties and sub-specialties, and have more than one million patient encounters each year. Our tradition of excellence has earned worldwide recognition for outstanding teaching, research and patient care. We're the challenge you've been looking for.

The University of Miami is an Equal Opportunity Employer - Females/Minorities/Protected Veterans/Individuals with Disabilities are encouraged to apply. Applicants and employees are protected from discrimination based on certain categories protected by Federal law. Click here for additional information.

Job Status:
Full time

Employee Type:
Staff

Pay Grade:
A9

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