Executive Assistant

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The Office of Regulatory Affairs & Assessment and Research Integrity has a job opportunity for an Executive Assistant to work at the Medical Campus on a temporary assignment.

CORE JOB SUMMARY                                                                                          

The Executive Assistant (temporary) 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.

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

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 (i.e., Microsoft Office).

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:

Temporary - Charge Back (Fixed Term)

Pay Grade:

A9