Executive Administrative Assistant - Miami, United States - University of St. Augustine for Health Sciences

Description

GENERAL SUMMARY

University of St. Augustine for Health Sciences (USAHS) is currently seeking a highly-qualified, experienced, executive administrative assistant to provide support to members of the senior institutional leadership. The ideal candidate must be professional, proactive and able to anticipate the needs of senior executives. This position is responsible for providing all aspects of administrative support to include budget tracking, creation of presentations, travel coordination and logistics, event planning and expense reporting. In addition, the qualified candidate will provide a bridge for smooth communication between the senior leader's office and internal departments, while demonstrating credibility, trust and high level administrative support for the assigned executives.

This position will be based on the Miami campus and may require travel to other campus locations (not to exceed 10%).

ESSENTIAL DUTIES AND RESPONSIBILITIES

Calendaring

• Calendar scheduling to include coordinating, scheduling, and updating of calendars across time zones and geographies.
• Work in collaboration with other administrative assistants to coordinate senior leadership calendars for university events, leadership discussions and standing weekly meetings.
• Manage high volume of meeting requests; able to critically prioritize meetings to ensure effective and efficient scheduling and use of time.
• Provide primary support for meetings to include, but not limited to arranging meeting logistics, preparing agendas, collecting any supporting information, follow-up items and compilation/distribution of meeting minutes.

Events and Logistics

• Serve as the Commencement Coordinator for the Miami Campus; working in collaboration with the Director, Student Events, will ensure all logistics, planning and coordination for commencements are handled proactively following the established guidelines and checklist.
• Work in collaboration with IT department to ensure a smooth and seamless meeting experience to include live meetings/interactive software, video conferences, conference calls, Town Halls, etc.
• Coordinate offsite meetings and logistics, and associated hotel accommodations, catering, room set up, document preparation, etc.
• In partnership with the Campus Director, coordinate, develop and support local campus events and functions to include Board meetings, commencement, volunteer events, etc.

Expense Reporting and Invoicing

• Manage and prepare expense reports using online expense portal; submit for reimbursement
• Proactively manage any extraordinary expenses to ensure appropriate approval prior to expenditure.
• Work collaboratively with Controller and Accounts Payable department to manage expenses, POs and invoicing process for the assigned executive and the associated departments.

Travel Planning:

• Manage domestic and international travel itineraries to include coordinating travel and lodging arrangements, updating calendars with travel information, and confirming reservations.
• Conduct research as needed for travel arrangements to ensure efficient and cost-effective travel arrangements.
• Create detailed itineraries with all pertinent information to ensure a seamless travel experience.

Project Support and General Administrative Support:

• Prepare documents such as spreadsheets and PowerPoint presentations, create and maintain organizational charts, handle correspondence, take meeting minutes, and prepare documents as directed.
• Review and edit communications and presentations on behalf of senior leadership.
• Prepare, process, and maintain database for special reports, including invoices, check requests, time off forms, expense reports, memberships, subscriptions, and other needs as directed.
• Establish an organized system for maintaining regular and confidential files and records.
• Anticipate the needs of the institution; assume responsibility for projects and make recommendations about current processes and procedures.
• Monitor and order supplies and manage office equipment requests in relation to maintenance; printers, copier service calls, and other needs as requested.

Student and Guest Support:

• Serve as a back-up for the campus reception area as needed; greeting students, faculty and staff, addressing and directing phone and face-to-face inquiries.
• Assist with the schedule to ensure proper coverage of the front desk receptionist area and in identifying, engaging and overseeing supplemental workers for the customer support specialist/receptionist function.

OTHER DUTIES AND RESPONSIBILITIES

May perform other duties and responsibilities that management may deem necessary from time to time.

TRAVEL/AVAILABILITY:

• US domestic travel required to campuses; must be able to travel to support university events.
• May require occasional evening and weekend work as needed for business needs and to support the senior executive's agenda.

POSITION IN ORGANIZATION

REPORTS TO: Senior leadership team member

POSITIONS SUPERVISED: Not applicable

TECHNICAL, MANAGERIAL, and PEOPLE SKILLS REQUIRED

To perform this job successfully an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Incumbents will be evaluated, in part, based on the performance of each essential function. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Must possess solid and advanced level skills in MS Outlook, Word, Excel, PowerPoint, and SharePoint; knowledge of Visio is a plus.
• Must be a detail-oriented, self-starter who can work both individually and in a collaborative team environment; have the ability to handle multiple tasks in a constantly changing environment.
• Strong ability to multitask and handle competing priorities, solid organizational skills, customer service oriented, ability to communicate well
• Excellent written and verbal communication skills; excellent listening and assimilation skills and the ability to thrive in a fast-changing environment.
• Ability to travel, as required for university meetings, up to 10%.

EDUCATION and/or EXPERIENCE

• Must have a high school diploma, college degree or equivalent experience preferred. Secondary education or a degree in a business school, trade school or an associate degree or equivalent experience highly preferred.
• A minimum of 5 -7 years of administrative support experience, preferably at the executive level, experience working in higher education is highly preferred.

BUSINESS COMPETENCIES

• Collaborates - Building partnerships and working collaboratively with others to meet shared objectives.
• Being Resilient - Rebounding from setbacks and adversity when facing difficult situations.
• Instills Trust - Gaining the confidence and trust of others through honesty, integrity, and authenticity.
• Drives Results - Consistently achieving results, even under tough circumstances.
• Innovation - Creating new and better ways for the organization to be successful.
• Customer Focus - Building strong customer relationships and delivering customer-centric solutions.

WORK ENVIRONMENT

Work is performed primarily in a standard office environment but may involve exposure to moderate noise levels. Work involves operation of personal computer equipment for six to eight hours daily and includes physical demands associated with a traditional office setting, e.g., walking, standing, communicating, and other physical functions as