University of Alabama at Birmingham
EXECUTIVE ASSISTANT I
University of Alabama at Birmingham, University, Florida, United States
Job Summary
Under minimal supervision, the Executive Assistant I provides advanced, confidential administrative and operational support to an executive leader. This position requires a high level of professionalism, discretion, and independent judgment to manage complex tasks, communications, and projects that are sensitive in nature. The incumbent serves as a key liaison between the executive’s office and internal/external stakeholders, ensuring the seamless coordination of activities that support the mission and goals of the University. Key Duties and Responsibilities
Provides a full range of administrative support to the executive, including managing calendars, scheduling meetings, preparing correspondence, and maintaining confidential files. Coordinates and oversees special projects, including researching information, compiling data, preparing reports, and summarizing key materials for executive review. Monitors and tracks departmental financial, budgetary, and personnel processes, ensuring compliance with university policies and procedures. Oversees general office operations and may supervise administrative support staff, assigning priorities and ensuring workflow efficiency. Manages event logistics and coordinates meetings, conferences, and travel arrangements on behalf of the executive. Screens and prioritizes communications, demonstrating discretion and judgment in handling sensitive information. Collaborates across departments to facilitate information flow and maintain effective relationships with internal and external contacts. Performs other duties as assigned. Knowledge, Skills, and Abilities
Knowledge of organizational policy and procedure. Advanced computer/software skills. Advanced proficiency in Microsoft Office products (Excel, Word, PowerPoint, Access, Visio, Outlook). Strong organizational and planning skills. Result‑oriented and detail‑oriented. Ability to manage multiple priorities and meet deadlines. Adaptability to change and performance under pressure. Strong problem‑solving and decision‑making abilities. Professional, confidential interaction with staff at all levels. Self‑directed, self‑motivated, and able to work independently with minimal supervision. Strong communication and interpersonal skills, both verbal and written. Flexibility to perform a variety of tasks that may change without loss of efficiency. Empathy and compassion when interacting with individuals experiencing distress. Fosters teamwork, cooperation, and a collaborative work environment. Effective communication with individuals from diverse backgrounds. Maintains composure during critical or emergency situations. Commitment to UAB’s values of collaboration, integrity, respect, and excellence. Core Competencies
Results‑Oriented: Takes initiative, follows through on assignments, and achieves high‑quality outcomes. Adaptable: Thrives in a dynamic, fast‑paced environment and adjusts to changing priorities with composure. Professional: Maintains confidentiality and exercises discretion with sensitive matters. Communicative: Effectively conveys information across all levels of the organization. Collaborative: Builds positive relationships that promote teamwork and cooperation. Qualifications
Bachelor’s degree in a related field and two (2) years of related experience required. OR an equivalent combination of relevant education and/or experience. EEO Statement
UAB is an Equal Employment/Equal Educational Opportunity Institution dedicated to providing equal opportunities and equal access to all individuals regardless of race, color, religion, ethnic or national origin, sex (including pregnancy), genetic information, age, disability, and veteran’s status. As required by Title IX, UAB prohibits sex discrimination in any education program or activity that it operates. Individuals may report concerns or questions to UAB’s Assistant Vice President and Senior Title IX Coordinator. The Title IX notice of nondiscrimination is located at uab.edu/titleix. Primary Location
University Shift
Day/1st Shift Work Arrangement
Onsite
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Under minimal supervision, the Executive Assistant I provides advanced, confidential administrative and operational support to an executive leader. This position requires a high level of professionalism, discretion, and independent judgment to manage complex tasks, communications, and projects that are sensitive in nature. The incumbent serves as a key liaison between the executive’s office and internal/external stakeholders, ensuring the seamless coordination of activities that support the mission and goals of the University. Key Duties and Responsibilities
Provides a full range of administrative support to the executive, including managing calendars, scheduling meetings, preparing correspondence, and maintaining confidential files. Coordinates and oversees special projects, including researching information, compiling data, preparing reports, and summarizing key materials for executive review. Monitors and tracks departmental financial, budgetary, and personnel processes, ensuring compliance with university policies and procedures. Oversees general office operations and may supervise administrative support staff, assigning priorities and ensuring workflow efficiency. Manages event logistics and coordinates meetings, conferences, and travel arrangements on behalf of the executive. Screens and prioritizes communications, demonstrating discretion and judgment in handling sensitive information. Collaborates across departments to facilitate information flow and maintain effective relationships with internal and external contacts. Performs other duties as assigned. Knowledge, Skills, and Abilities
Knowledge of organizational policy and procedure. Advanced computer/software skills. Advanced proficiency in Microsoft Office products (Excel, Word, PowerPoint, Access, Visio, Outlook). Strong organizational and planning skills. Result‑oriented and detail‑oriented. Ability to manage multiple priorities and meet deadlines. Adaptability to change and performance under pressure. Strong problem‑solving and decision‑making abilities. Professional, confidential interaction with staff at all levels. Self‑directed, self‑motivated, and able to work independently with minimal supervision. Strong communication and interpersonal skills, both verbal and written. Flexibility to perform a variety of tasks that may change without loss of efficiency. Empathy and compassion when interacting with individuals experiencing distress. Fosters teamwork, cooperation, and a collaborative work environment. Effective communication with individuals from diverse backgrounds. Maintains composure during critical or emergency situations. Commitment to UAB’s values of collaboration, integrity, respect, and excellence. Core Competencies
Results‑Oriented: Takes initiative, follows through on assignments, and achieves high‑quality outcomes. Adaptable: Thrives in a dynamic, fast‑paced environment and adjusts to changing priorities with composure. Professional: Maintains confidentiality and exercises discretion with sensitive matters. Communicative: Effectively conveys information across all levels of the organization. Collaborative: Builds positive relationships that promote teamwork and cooperation. Qualifications
Bachelor’s degree in a related field and two (2) years of related experience required. OR an equivalent combination of relevant education and/or experience. EEO Statement
UAB is an Equal Employment/Equal Educational Opportunity Institution dedicated to providing equal opportunities and equal access to all individuals regardless of race, color, religion, ethnic or national origin, sex (including pregnancy), genetic information, age, disability, and veteran’s status. As required by Title IX, UAB prohibits sex discrimination in any education program or activity that it operates. Individuals may report concerns or questions to UAB’s Assistant Vice President and Senior Title IX Coordinator. The Title IX notice of nondiscrimination is located at uab.edu/titleix. Primary Location
University Shift
Day/1st Shift Work Arrangement
Onsite
#J-18808-Ljbffr