University of Miami
Overview
The University of Miami seeks an Executive Assistant to support top-level leadership in the Pathology Department in Downtown Miami. The Executive Assistant (H) leads broad executive support-related activities and/or special projects for leaders at the Assistant VP level and above to facilitate efficient operations. The role includes schedule management, office management, travel arrangements, communications, information preparation, data management and analysis, and represents the executive and their interests to others. The Executive Assistant has delegated authority regarding matters of significance and may perform work without specific instruction or prescribed procedures. Core Responsibilities
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 communicates 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 align with deadlines and priorities. Prioritizes meetings for the executive, including rescheduling and/or cancellation of other high-level meetings. Manages travel arrangements and budget; independently creates memos, reports, presentations, project timelines, and documents for distribution to stakeholders. Ensures the executive is prepared for meetings and presentations and is kept informed of important information prior to meetings or conference calls. Responds on behalf of the executive with independent judgment while ensuring confidential handling of information and communications. 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 safeguards University assets. Qualifications
Education: Associate’s degree in relevant field Experience: Minimum 5 Years Of Relevant Experience Knowledge, Skills and Attitudes: General knowledge of office procedures, ability to prepare and maintain records and correspondence, effective communication, discretion with confidential information, attention to detail, and proficiency in Microsoft Office Department Addendum / Department Specific Functions
Recruitment & Onboarding Support: Coordinates faculty and staff recruitment activities in alignment with departmental SOPs; schedules candidate interviews, campus visits, and follow-up communications. Executive & Administrative Support: Reports to the Senior Administrative Officer and provides high-level support to the Department Chair and SAO; serves as executive liaison; manages highly confidential correspondence. Calendar & Meeting Management: Oversees calendars for Chair and SAO; approves, declines, or reschedules meeting requests to align with priorities and deadlines; prepares agendas and materials for meetings. Travel & Financial Administration: Manages executive travel arrangements, itineraries, and budgets; processes reimbursements and reconciles expenses. Document & Communication Management: Drafts, edits, and distributes memos, reports, presentations, and correspondence; maintains Chair\'s CV and time documentation; drafts letters and surveys as required. Project & Strategic Initiatives: Coordinates multiple projects and initiatives (e.g., Strategic Plan) and tracks deliverables and deadlines. Committee & Event Support: Provides administrative support for departmental committees and plans events. Task & File Management: Manages workflow and ensures secure, organized electronic repositories; maintains accurate filing systems. Additional Responsibilities: Performs other duties as assigned to support evolving department needs. Any relevant education, certifications and/or work experience may be considered. The University of Miami offers competitive salaries and a comprehensive benefits package including medical, dental, tuition remission and more. 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. Additional information is available online. Job Status: Full time Employee Type: Staff Pay Grade: H9
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The University of Miami seeks an Executive Assistant to support top-level leadership in the Pathology Department in Downtown Miami. The Executive Assistant (H) leads broad executive support-related activities and/or special projects for leaders at the Assistant VP level and above to facilitate efficient operations. The role includes schedule management, office management, travel arrangements, communications, information preparation, data management and analysis, and represents the executive and their interests to others. The Executive Assistant has delegated authority regarding matters of significance and may perform work without specific instruction or prescribed procedures. Core Responsibilities
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 communicates 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 align with deadlines and priorities. Prioritizes meetings for the executive, including rescheduling and/or cancellation of other high-level meetings. Manages travel arrangements and budget; independently creates memos, reports, presentations, project timelines, and documents for distribution to stakeholders. Ensures the executive is prepared for meetings and presentations and is kept informed of important information prior to meetings or conference calls. Responds on behalf of the executive with independent judgment while ensuring confidential handling of information and communications. 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 safeguards University assets. Qualifications
Education: Associate’s degree in relevant field Experience: Minimum 5 Years Of Relevant Experience Knowledge, Skills and Attitudes: General knowledge of office procedures, ability to prepare and maintain records and correspondence, effective communication, discretion with confidential information, attention to detail, and proficiency in Microsoft Office Department Addendum / Department Specific Functions
Recruitment & Onboarding Support: Coordinates faculty and staff recruitment activities in alignment with departmental SOPs; schedules candidate interviews, campus visits, and follow-up communications. Executive & Administrative Support: Reports to the Senior Administrative Officer and provides high-level support to the Department Chair and SAO; serves as executive liaison; manages highly confidential correspondence. Calendar & Meeting Management: Oversees calendars for Chair and SAO; approves, declines, or reschedules meeting requests to align with priorities and deadlines; prepares agendas and materials for meetings. Travel & Financial Administration: Manages executive travel arrangements, itineraries, and budgets; processes reimbursements and reconciles expenses. Document & Communication Management: Drafts, edits, and distributes memos, reports, presentations, and correspondence; maintains Chair\'s CV and time documentation; drafts letters and surveys as required. Project & Strategic Initiatives: Coordinates multiple projects and initiatives (e.g., Strategic Plan) and tracks deliverables and deadlines. Committee & Event Support: Provides administrative support for departmental committees and plans events. Task & File Management: Manages workflow and ensures secure, organized electronic repositories; maintains accurate filing systems. Additional Responsibilities: Performs other duties as assigned to support evolving department needs. Any relevant education, certifications and/or work experience may be considered. The University of Miami offers competitive salaries and a comprehensive benefits package including medical, dental, tuition remission and more. 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. Additional information is available online. Job Status: Full time Employee Type: Staff Pay Grade: H9
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