Executive Assistant

Executive Assistant – Radiation Oncology Department, Downtown, Miami

Summary
:
The Executive Assistant 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. The role includes schedule management, office management, travel arrangements, communications, information preparation, data management and analysis. The Executive Assistant represents the executive and their interests to others, with delegated authority regarding matters of significance.

The role also performs work without specific instruction or prescribed procedures.

• 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 the 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 rescheduling and/or canceling other high-level meetings, and manages executive’s travel arrangements and budget.
• Independently creates memos, reports, presentations, project timelines and documents for distribution to members of various departments or for 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 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.

• Associate’s degree in relevant field.
• Minimum 5 years of relevant experience.
• 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 offers competitive salaries and a comprehensive benefits package including medical, dental, tuition remission and more.

The University of Miami is an Equal Opportunity Employer. Applicants and employees are protected from discrimination based on certain categories protected by Federal law.

Job Status
:
Full time

Employee Type
:
Staff