Executive Assistant - Temporary

University of Miami•Coral Gables, FL

2d•Onsite

About The Position

The Office of the Vice Provost for Research, Office of Research Administration (ORA) seeks a temporary Executive Assistant to support the Assoc. Vice President of Research Administration. Work location: University of Miami Coral Gables Campus. CORE JOB SUMMARY The Executive Assistant leads the broad scope of executive support-related activities and/or special projects for top-level leadership and their functional area(s) to facilitate the efficient operations of the office and function. The Executive Assistant schedules management, office management, travel arrangements, communications, information preparation, data management and analysis. The incumbent represents the executive and their interests to others. The Executive Assistant delegates authority regarding matters of significance.

Requirements

Associate degree in relevant field required
Minimum 5 years of relevant experience required
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.

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.