Executive Assistant

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The Department of Informatics and Health Data Science is seeking a full‑time Executive Assistant to provide comprehensive executive support to top‑level leadership (Assistant VP and above or equivalent). Responsibilities include schedule management, office management, travel arrangements, communications, information preparation, data management and analysis.

• 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 the schedule is aligned with upcoming deadlines and priorities. Prioritizes meetings for the executive, including rescheduling or canceling 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 the executive is prepared for meetings and/or presentations and is kept abreast of important information prior to any meetings or conference calls.
• Uses independent judgment to respond on behalf of the executive, ensuring the confidential handling of information, correspondence and communications, including incoming, outgoing and electronic 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 procedures and safeguards University assets.

• Associate’s degree in a relevant field required;
  Bachelor’s degree preferred.
• Minimum 5 years of relevant experience required.

• 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).
• Demonstrated ability to stay highly organized in a fast‑paced environment.
• Proven skill in effectively prioritizing and managing multiple tasks across five departmental verticals.
• Strong project coordination capabilities, supporting both internal and external initiatives simultaneously.
• Excellent time management and attention to detail, ensuring deadlines and deliverables are consistently met.
• Ability to adapt quickly, communicate clearly and collaborate across teams and functions.

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. for additional information.

Full time

Staff

H9