Executive Assistant - FT, On-Site- Pathology Department

University of Miami•Miami, FL

1d•Onsite

About The Position

The Department of Pathology is seeking a full-time Executive Assistant to work on-site in Miami, FL. The Executive Assistant (H) 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. 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 Executive Assistant has delegated authority regarding matters of significance. In addition, performs work without specific instruction or prescribed procedures.

Requirements

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).

Responsibilities

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 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.
Coordinates faculty and staff recruitment activities in alignment with departmental Standard Operating Procedures (SOPs).
Schedules and manages candidate interviews, campus visits, and follow-up communications.
Reports directly to the Senior Administrative Officer (SAO) and provides high-level support to the Department Chair and SAO.
Serves as the executive liaison, advising others of the Chair’s and SAO’s activities and ensuring effective communication across the department.
Exercises independent judgment in responding on behalf of the Chair’s Office, managing highly confidential correspondence and communications.
Oversees and manages the Chair’s and SAO’s calendars; approves, declines, or reschedules meeting requests to align with priorities and deadlines.
Prioritizes and manages high-level meetings, including cancellations and adjustments as required.
Ensures the Chair and SAO are fully prepared for all meetings and presentations, including agendas, briefing materials, and slide decks.
Manages executive travel arrangements, itineraries, and budgets for conferences and departmental engagements.
Processes reimbursements and reconciles expenses on behalf of the Chair’s Office.
Independently drafts, edits, and distributes memos, reports, presentations, project timelines, and official correspondence.
Prepares and maintains the Chair’s CV, effort reporting, and time documentation.
Drafts recommendation letters, official communications, and departmental surveys as required.
Manages department policies, ensuring they are current and accessible in departmental SharePoint.
Coordinates and manages multiple ongoing projects or special assignments championed by the Chair and SAO (e.g., Strategic Plan, State of the Department, Faculty Evaluation Taskforce).
Tracks deliverables, deadlines, and follow-ups to ensure accountability and timely completion.
Provides administrative support for departmental committees led by the Chair (e.g., Executive Leadership Council, Faculty Town Halls).
Plans and executes departmental events, including holiday celebrations, professorship recognitions, and faculty/staff farewells.
Oversees Chair’s Office workflow via Microsoft Planner and ensures proper organization of departmental records in shared electronic repositories (Box, SharePoint).
Maintains accurate filing systems to ensure information is accessible and secure.
Performs other duties as assigned by the SAO or Chair to support the evolving needs of the department.
Adapts responsibilities based on departmental growth and emerging strategic priorities.