Executive Operations Administrator

Overview

The Executive Operations Administrator exhibits a high level of professionalism, proactive thinking, and the ability to anticipate the needs of C-level executives and campus operations. This individual must possess the capability to manage sensitive and confidential information while supporting executive leadership. The position requires comprehensive administrative and operational support with advanced proficiency in Microsoft Word, Excel, and PowerPoint, along with exceptional written and verbal communication skills.

• Coordinate activities and communications across multiple campuses, departments, and programs on behalf of the Chancellor and executive leadership.
• Oversee event logistics and manage complex calendars for C-level executives, including organizing domestic and international travel, tracking executive budgets and time off, and compiling data reports.
• Create and edit time-sensitive presentations; handle phone communications; manage expense reporting and spreadsheets to support institutional needs.
• Lead high-level administrative functions to ensure smooth operation of campus activities.
• Provide primary support for meetings: arrange logistics, prepare agendas, gather supporting information, and compile/distribute meeting minutes.
• Collaborate with IT to ensure a smooth meeting experience; coordinate using live meetings, video conferences, conference calls, and Town Halls.
• Coordinate offsite meetings, logistics, hotel accommodations, catering, room setup, and document preparation.
• Coordinate, with the Campus Director, local campus events and functions.
• Expense reporting and invoicing: manage expense reports via online portals or manual methods and ensure timely reimbursements; monitor extraordinary expenses for proper approval; collaborate with Controller and Accounts Payable on expense and invoicing processes.
• Travel planning: manage itineraries for domestic and international travel, coordinate travel and lodging, update calendars, confirm reservations, and conduct travel research for efficiency and cost-effectiveness.
• Communications: serve as a bridge between the senior leader’s office and internal departments; prepare and review communications and presentations; ensure timely and clear dissemination of university-critical information.
• Reporting, Presentations and Project Management: prepare documents (spreadsheets, PowerPoint presentations), maintain organizational charts, handle correspondence, take minutes, and prepare directed documents; maintain databases for special reports (invoices, check requests, time-off forms, expense reports, memberships, subscriptions, etc.).
• Maintain organized, regular, and confidential files and records; anticipate institutional needs and manage projects, recommending process improvements.
• Monitor and order office supplies and manage equipment requests (printers, copier service, etc.).
• Provide frontline Student and Guest Support: greet potential students and guests, handle inquiries by phone and in person; maintain a front desk schedule across campus locations and oversee supplemental receptionist staff as needed.
• Board Support and Liaison: act as administrative liaison to the USAHS Board of Directors; assist board members with travel, lodging, and meals; maintain discretion and confidentiality; comply with bylaws and board materials distribution requirements.
• May perform other duties and responsibilities as deemed necessary.

This is a campus-based position located on the Miami campus in Miami, Florida. The position follows an on-campus work schedule requiring five (5) days on campus.

• US domestic travel is required to campuses; must be able to travel to support university events including Board meetings and awards ceremonies.
• Occasional evening and weekend work may be required to support the senior executive’s agenda.

Reports to:

University Chancellor

Positions Supervised:
Customer Service Coordinator and Student Workers (on occasion).

Must be able to perform each essential duty satisfactorily. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions. Requirements include:

• Detail-oriented self-starter with the ability to work independently and in a collaborative team environment; capable of handling multiple tasks in a changing environment.
• Strong multitasking, organization, and customer service orientation.
• Critical thinking to synthesize information quickly and determine appropriate action.
• Excellent written and verbal communication, listening, and adaptability in a fast-changing environment.
• Ability to manage confidential information with integrity and discretion.
• Advanced MS Outlook, Word, Excel, PowerPoint, and SharePoint skills;
  Visio is a plus.

• High school diploma required. Secondary education or a degree in a business field highly preferred.
• 5-7 years of administrative support experience,…