Senior Executive Assistant (529495)

Florida International University - Herbert Wertheim College of Medicine Miami, FL Full-time Administration / Clerical

Posted on May 25, 2023

Senior Executive Assistant

ABOUT FIU

Florida International University is a top public university that drives real talent and innovation in Miami and globally. Very high research (R1) activity and high social mobility come together at FIU to uplift and accelerate learner success in a global city by focusing in the areas of environment, health, innovation, and justice. Today, FIU has two campuses and multiple centers. FIU serves a diverse student body of more than 56,000 and 290,000 Panther alumni. U.S. News and World Report places dozens of FIU programs among the best in the nation, including international business at No. 2. Washington Monthly Magazine ranks FIU among the top 20 public universities contributing to the public good.

POSITION DESCRIPTION

The Herbert Wertheim College of Medicine is currently seeking a Senior Executive Assistant to join our team of professionals.

Duties Include:

Ensures that the executive leaders are adequately prepared for meetings and with advanced documentation review.
Responsible for ordering and maintaining office supplies, managing office equipment and technology, and ensuring the office is clean, organized, and secure.
Provides administrative support to the Senior Associate Dean, including scheduling appointments, coordinating meetings, preparing correspondence, managing email, and telephone communications.
Establishes and maintains effective working relationships with all staff and officials, including external stakeholders.
Performs diversified and confidential administrative duties requiring comprehensive skill and knowledge of organization policies and procedures.
Completes special assignments for the highest level of university administration, which requires collecting, organizing, and analyzing data and producing reports, which may be the basis of significant decisions.
Prepares agendas, identifies meeting participants, coordinates, prepares, and distributes appropriate briefing materials and ensures that appropriate follow-up actions are taken. Initiates subsequent follow-up meetings and communication for key stakeholders as directed.
Maintains the Senior Associate Deans schedule, ensuring that appointments are properly organized and prioritized, and that the Senior Associate Dean is prepared for each meeting or engagement.
Schedules, organizes, and coordinates meetings, both internally and with external stakeholders, and ensures that all necessary materials and information are prepared in advance.
Plans and overseas travel arrangements for the Senior Associate Dean, verifies availability of funds and traveler eligibility for compliance with State, University and College policies. Prepares and submits proper documentation for reimbursement. Supports HWCOM Finance & other units on special projects and analysis.
Provides administrative support and coordination for the Assistant Dean of Finance in various areas including budget cycle activities as well as serving as a liaison between the Senior Associate Dean and their direct reports.
Performs essential duties in any emergencies such as hurricanes, public health emergencies, and/or any other university emergency closing. The employee is expected to be available to report to work as needed during university emergency closing with appropriate notification from a department administrator.
Performs related duties as required or as directed. The omission of specific duties does not preclude the supervisor from assigning duties that are logically related to the position.

MINIMUM QUALIFICATIONS

Bachelor's degree and five (5) years of office or related experience providing administrative support or coordinating functions of an office or department; OR nine (9) years of office or related experience providing administrative support or coordinating functions of an office or department.

DESIRED QUALIFICATIONS

Experience supporting executives, preferably in a non-profit organization.
Advanced proficiency in Microsoft Office, Outlook, Excel, Word, PowerPoint, and Adobe Acrobat.
Excellent problem-solving and critical thinking skills, with proactive approaches and strong decision-making ability.

TO APPLY

To apply, please visit us on-line at https://hr.fiu.edu/careers/, click on “Prospective Employees” or “Current Employees” and search for job opening ID 529495.

FIU is a member of the State University System of Florida and an Equal Opportunity, Equal Access, Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.