Sr. Executive Assistant; H

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The Department of Neurological Surgery is currently seeking a full time Sr. Executive Assistant to work in Miami, FL. The Senior Executive Assistant leads the broad scope of executive support-related activities and/or special projects for top-level leadership (Vice President 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 Senior Executive Assistant has delegated authority regarding matters of significance. In addition, performs work without specific instruction or prescribed procedures.

• Reports to and supports top-level leadership (Vice President 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.

Education: Associate degree or equivalent

Experience: Minimum 7 years of relevant experience

Any relevant education, certifications and/or work experience may be considered.

• Learning Agility:
  Ability to learn new procedures, technologies, and protocols, and adapt to changing priorities and work demands.
• Teamwork:
  Ability to work collaboratively with others and contribute to a team environment.
• Technical Proficiency:
  Skilled in using office software, technology, and relevant computer applications.
• Communication:
  Strong and clear written and verbal communication skills for interacting with colleagues and stakeholders.

• Primarily responsible for representing the department Chair both nationally and internationally among the highest levels of university administration, the medical community and its recognized organizations, governmental and public agencies, media, high profile business leaders, organizations, and major donors.
• Administrative support the department Chair with day-to-day tasks (Managing calendar, scheduling meetings, taking minutes, travel arrangements, reserving conference rooms, etc.)
• Responsible for handling all matters involving the Chair’s activities including complex, unique, and confidential situations. Independently facilitates and initiates leadership communications and interactions on behalf of and in line with the Chair’s preferences and university guidelines.
• Independently carries out key responsibilities and project management under the Chair’s purview, such as monitoring and evaluating…