Executive Assistant

University of Miami; Miami (FL); On-site; USD 50,000 - 70,000; Full time

Benefits offered by this job

Competitive salaries

Comprehensive benefits package

Tuition remission

Job summary

A prestigious university in Miami is seeking a full-time Executive Assistant to provide comprehensive executive support to top-level leadership. The ideal candidate will manage calendars, travel arrangements, and communications while supporting various departmental needs. A minimum of 5 years' relevant experience and an Associate’s degree are required. The role offers competitive salaries and a comprehensive benefits package including medical, dental, and tuition remission.

Qualifications

• Minimum 5 years of relevant experience required.
• General knowledge of office procedures and operations.
• Proven ability to handle confidential information with discretion.

Responsibilities

• Provide comprehensive executive support to top-level leadership.
• Manage the executive’s calendar and travel arrangements.
• Create memos, reports, and presentations on behalf of the executive.
• Lead planning of annual or ad-hoc special events.

Skills

Organizational skills

Communication skills

Discretion

Proficiency in Microsoft Office

Attention to detail

Education

Associate’s degree in a relevant field

Bachelor’s degree preferred

Job description

Join to apply for the Executive Assistant role at University of Miami.

Job Overview

The Department of Informatics and Health Data Science is seeking a full‑time Executive Assistant to provide comprehensive executive support to top‑level leadership (Assistant VP and above or equivalent). Responsibilities include schedule management, office management, travel arrangements, communications, information preparation, data management and analysis.

Core Job Functions

• 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 the schedule is aligned with upcoming deadlines and priorities. Prioritizes meetings for the executive, including rescheduling or canceling 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 meetings on behalf of the executive.
• Ensures the executive is prepared for meetings and/or presentations and is kept abreast of important information prior to any meetings or conference calls.
• Uses independent judgment to respond on behalf of the executive, ensuring the confidential handling of information, correspondence and communications, including incoming, outgoing and electronic communications.
• 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.

Core Qualifications

• Associate’s degree in a relevant field required; Bachelor’s degree preferred.
• Minimum 5 years of relevant experience required.

Knowledge, Skills and Attitudes

• 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).
• Demonstrated ability to stay highly organized in a fast‑paced environment.
• Proven skill in effectively prioritizing and managing multiple tasks across five departmental verticals.
• Strong project coordination capabilities, supporting both internal and external initiatives simultaneously.
• Excellent time management and attention to detail, ensuring deadlines and deliverables are consistently met.
• Ability to adapt quickly, communicate clearly and collaborate across teams and functions.

Benefits

The University of Miami offers competitive salaries and a comprehensive benefits package including medical, dental, tuition remission and more.

EEO Statement

The University of Miami is an Equal Opportunity Employer – Females/Minorities/Protected Veterans/Individuals with Disabilities are encouraged to apply. Applicants and employees are protected from discrimination based on certain categories protected by Federal law. Click here for additional information.

Job Status

Full time

Employee Type

Staff

Pay Grade

H9