EXECUTIVE ASSISTANT I

University of Alabama at Birmingham; Birmingham (AL); On-site; USD 48,000 - 60,000; Full time

Job summary

The Department of Microbiology at the University of Alabama at Birmingham invites applications for the position of Executive Assistant I, a vital role providing high-level administrative support to the Department Chair.

This role requires discretion, initiative and exceptional organizational skill, with duties including email/calendar management, scheduling, travel coordination, document review, event planning and committee support in a dynamic academic environment.

Qualifications

• Bachelor's degree in a related field and two years of related experience required.
• OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE.

Responsibilities

• Provide high-level administrative support to the Department Chair.
• Manage complex tasks with discretion, initiative, and organizational skill.
• Coordinate travel, scheduling, and calendar management.
• Support department committees and events; prepare documents and reports.
• Handle confidential information and office management tasks.

Skills

Email management

Calendar management

Appointment scheduling

Travel management

Document review

Event planning

Committee support

Presentation preparation

Survey preparation

Advance preparation

Written communication

Discretion

Multitasking

Emotional intelligence

Organizational skills

Flexibility

Education

Bachelor's degree in related field

Job description

The Department of Microbiology is pleased to invite applications for the position of Executive Assistant I, a vital role providing high-level administrative support to the Department Chair.

This opportunity is ideal for a results-driven professional who excels in managing complex tasks with discretion, initiative, and exceptional organizational skill. The successful candidate will bring strong technical abilities in email and calendar management, scheduling, travel coordination, document review, event planning, and committee support, paired with the emotional intelligence, adaptability, and communication skills needed to thrive in a dynamic academic environment. This role offers the chance to contribute meaningfully to the department's mission by ensuring seamless operations, anticipating needs, and supporting a wide range of confidential and strategic activities.

Under minimal supervision, provides diverse, complex and often confidential administrative and support services to an executive. Work requires independent judgment and initiative on assignments that are sensitive in nature and demonstrated ability to deal with high level contacts inside and outside the institution. May perform special assignments such as researching information, compiling reports and summarizing incoming correspondence and publications. May handle human resources related duties, general office management and supervise support staff. May coordinate special projects. Requires knowledge of organization policy and procedure and a high level of technical skill. May monitor financial, budgetary and personnel processes. May be responsible for event planning. Incumbents in this role must possess the following behavioral attributes: Ability to manage multiple assignments and tasks, set priorities, and adapt to changing conditions. Be a results-driven achiever with excellent planning and organizational skills and a high attention to detail. Must be an exceptional listener and communicator who effectively conveys information verbally and in writing. Have stamina, drive and perseverance to handle pressure well. Must be willing and able to resolve problem situations. Must be a computer-literate performer with extensive software proficiency. Have proven relationship-building experiences with unsurpassed interpersonal skills.

Salary Range: $47,665 - $60,000

Bachelor's degree in a related field and two (2) years of related experience required. OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE.

Preferred:

• Hard skills: Email management, calendar management, appointment scheduling, travel management, strong written communication and document review, event planning, presentation preparation, support of department committees, survey preparation, advance preparation, ensure completion of tasks
• Soft skills: Emotional Intelligence, organizational skills, professional discretion, multitasking, organizational support, flexibility

UAB is an Equal Employment/Equal Educational Opportunity Institution dedicated to providing equal opportunities and equal access to all individuals regardless of race, color, religion, ethnic or national origin, sex (including pregnancy), genetic information, age, disability, and veteran's status. As required by Title IX, UAB prohibits sex discrimination in any education program or activity that it operates. Individuals may report concerns or questions to UAB's Assistant Vice President and Senior Title IX Coordinator. The Title IX notice of nondiscrimination is located at uab.edu/titleix.

Primary Location
University

Job Category
Clerical & Administrative

Organization
392200000 Microbiology

Employee Status
Regular

Shift
Day/1st Shift

Work Arrangement (final schedule to be determined by the department/hiring manager)
Onsite