Executive Assistant

Job description

Job location: Miami, FL

Employment Type: Full-time
Posted data: 2020-09-04
Req: R100041603
Current Employees:

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Transforming Lives

The University of Miami is among the top research universities and academic medical centers in the nation, and one of the largest private employers in South Florida.

With more than 16,000 faculty and staff, the University strives for excellence, and is driven by a powerful mission to transform and impact the lives of its students, patients, members of the community, and people across the globe.

The University is committed to fostering a culture of belonging, where everyone feels valued and has the opportunity to add value. Through values of Diversity, Integrity, Responsibility, Excellence, Compassion, Creativity, and Teamwork (DIRECCT) the U community works together to create an environment driven by purpose, excellence, community, and service.

The Office of the Vice Provost for Research has a job opportunity for a seasoned Executive Assistant to support the Vice Provost for Research at the Medical & Gables Campuses.


The Executive Assistant leads the broad scope of executive support-related activities and/or special projects for leadership 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.


  • Completes special assignments (i.e., United Way Ambassador) for the Vice Provost for Research (VPR), which requires collecting, organizing, and analyzing data and producing reports.
  • Manages documentation regarding substance of discussions and coordinates staff response to action items, selecting relevant information from a variety of sources.
  • Ensures requests for action have been appropriately delegated, oversees status of action items, and updates the VPR on their completion.
  • Responsible for alerting and briefing the VPR on emerging issues, initiatives, and projects, and provides status reports on an ad hoc basis.
  • Composes and prepares confidential correspondence and other documents required by the VPR; follows-up on all correspondence that requires answers, responses, and written replies.
  • Reviews outgoing correspondence for executive approval and alert writers to any conflicts or departures from policies or the VPR’s viewpoint.
  • May serve as the VPR’s representative at meetings and express the executive’s viewpoints.
  • Contacts or responds to contacts from high-ranking individuals inside or outside the institution.
  • Interprets and adapt guidelines, including unwritten policies, precedents, and practices.
  • Manages the VPR’s calendar to ensure effective use of time and schedules meetings with senior leadership and faculty across the University and Medical Center, including senior officers according to priority.
  • Ensures the VPR is adequately prepared for meetings (with information and materials and coordinates briefing when necessary).
  • Prepares support materials for meetings, including agendas, list of participants, background documents, and follows up on directives.
  • Collaborates with the Vice Provost and administrative department heads to prepare presentations and provide background research for various meetings and projects.
  • Coordinates the VPR’s activities with School Councils, committees and other school of university communities.
  • Completes and/or submits various University forms, including BERFs, requisitions, purchase orders, work orders, and personnel postings.
  • Solves operational problems (i.e., supervision, staffing, budget, transfer, equipment, space) as needed.
  • Coordinates all travel plans ensuring appropriateness and thoroughness of arrangements.
  • Provides support for personnel searches and coordinates with Human Resources, as needed.
  • Supervises, hires, trains, evaluates staff to ensure professional and efficient work product, as needed.
  • Adheres to University and unit-level policies and procedures and safeguards University assets.

This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities as necessary.



Associate’s degree in relevant field. Bachelor’s degree preferred.


Minimum 5 years of relevant experience providing executive level support. Any appropriate combination of relevant education, experience, and/or certifications may be considered.

Knowledge, Skills and Attitudes:

  • Ability to communicate effectively in both oral and written form. Excellent writing and editing skills a must.
  • General knowledge of office procedures and operations.
  • Ability to accurately prepare and maintain records, files, reports and correspondence.
  • 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).
  • Must possess excellent organizational skills and be flexible.
  • Ability to multitask and manage several projects simultaneously.

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:


Pay Grade:





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Job No:
Posted: 9/9/2020
Application Due: 9/18/2020
Work Type: