University of Miami is hiring: Executive Assistant in Miami

Executive Assistant – University of Miami

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Full-time. Position located in the Radiation Oncology Department, Downtown, Miami.

Summary

The Executive Assistant leads a broad scope of executive support-related activities and/or special projects for top-level leadership (Assistant VP and above or equivalent) and their functional areas to facilitate the efficient operations of the office and function. Responsibilities include schedule management, office management, travel arrangements, communications, information preparation, data management and analysis. This role represents the executive and their interests to others and has delegated authority regarding matters of significance, performing 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 meetings 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.

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.

Qualifications

Core Qualifications

Education: Associate’s degree in a relevant field.

Experience: Minimum 5 years of relevant experience.

Knowledge, Skills and Attitudes

• General knowledge of office procedures and operations.
• Ability to accurately prepare and maintain records, files, reports and correspondence.
• Ability to communicate effectively in both oral and written form.
• Ability to process and handle confidential information with discretion.
• Skill in completing assignments accurately and with attention to detail.
• Proficiency in computer software (e.g., Microsoft Office).

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.

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.

Job Status: Full time. Employee Type: Staff. Pay Grade: H9.

Seniority level: Mid-Senior level. Employment type: Full-time. Job function: Administrative. Industry: Higher Education.