Executive Assistant

Florida International University is a Top 50, preeminent public research university with 55,000 students from all 50 states and more than 140 countries, as well as an alumni network of more than 340,000. Located in the global city of Miami, the university offers more than 200 degree programs at the undergraduate, graduate and professional levels, including medicine and law. FIU faculty are leaders in their fields and include National Academy members, Fulbright Scholars and MacArthur Genius Fellows. A Carnegie R1 institution, FIU drives impactful research in environmental resilience, health and technology and innovation. Home to the Wall of Wind and Institute of Environment, FIU stands at the forefront of discovery and innovation. With a focus on student success, economic mobility and community engagement, FIU is redefining what it means to be a public research university.

Provides executive assistance and project tracking to the AVP of Advancement Services and Advancement Services management team on all project tracking and administrative operations of University Advancement, including Research & Prospect Management, Gift Agreements, Gift Accounting, Records Management, and Information Technology. Manages administrative projects and other complex matters to ensure departmental goals for all areas of responsibility are achieved. Ensures that departmental goals for areas of oversight are achieved in a timely manner and assists with matters of confidential and sensitive nature. Develops and communicates meeting minutes, presentations, status reports, and other project related documentation.

• Oversees the complex calendar, schedule, and travel accommodations for the AVP using high-level discretion. Briefs and prepares the AVP for meetings, special events, and functions. Plans and coordinates the comprehensive logistics for division-wide project meetings and activities, ensuring efficient office operations.
• Serves as the primary point of contact for the Office of the AVP, exercising independent judgment to research and prioritize incoming issues and determine the appropriate course of action. Advises the AVP on policy and operational matters and maintains open, clear lines of communication between the AVP, the Executive Leadership Team, and internal/external partners.
• Tracks and monitors the progress of divisional initiatives and special projects for University Advancement Services. Facilitates communication across cross-functional teams to ensure deadlines are met, organizes training or communication protocols, and proactively identifies scheduling or resource variances for the AVP.
• Provides comprehensive financial support for the Advancement Services team; manages the departmental credit card, processes purchasing requisitions, reconciles travel and expense reports, and monitors department budget trackers. Validates deliveries, processes invoices, and ensures all expenditures comply with university fiscal rules and policies.
• Conducts research and executes directives to advance University Advancement Services goals. Develops meeting minutes, executive presentations, and project status recaps, and analyzes relevant data to prepare comprehensive reports for the AVP.
• Serves as a University card user for departmental transactions. Adheres to University credit card policies and procedures.
• Performs related duties as assigned or as directed. The omission of specific duties does not preclude the supervisor from assigning duties that are logically retained to the position.

Bachelor's degree and two (2) years of office or related experience providing administrative support, or coordinating functions of an office or department; OR six (6) years of office or related experience providing administrative support, or coordinating functions of an office or department; OR an equivalent combination of relevant education and/or experience.

Customer Service and Compliance Experience.

Advanced proficiency with Microsoft Office Suite and SharePoint.

Ability to handle multiple projects and work with other team members.

Administrative

Begin time: 8:30 AM

End time: 5:00 PM

Required to spend 50% or more of time operating a computer

Expanded Background Check

Must attend meetings off campus and occasionally attend functions on weekends and evening

Ability to work flexible hours as needed.

Prospective Employee

If you have not created a registered account, you will be asked to create a username and password for use of the system. It is recommended that you provide an active/valid e-mail account as that will be the main source of communication regarding your status within the process. In this account, you are able to track your applicant status in "My Applications". 

To be considered eligible for the position as an internal candidate, departmental staff must meet minimum requirements of the position and be in good performance standing.

Before you begin the process, we recommend that you are prepared to attach electronic copies of your resume, cover letter or any other documents within the application process. It is recommended that you combine your cover letter and resume/curriculum vitae into one attachment.  Attached documents should be in Microsoft Word or PDF format. All applicants are required to complete the online application including work history and educational details (if applicable), even when attaching a resume.

*This posting will close at 12:00 am of the close date.

Clery Notice

In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act , the University Police department at Florida International University provides information on crimes statistics, crime prevention, law enforcement, crime reporting, and other related issues for the past three (3) calendar years. The FIU Annual Security report is available online at: https://police.fiu.edu/download/annual-security-fire-safety-report/ .
To obtain a paper copy of the report, please visit the FIU Police Department located at 885 SW 109th Avenue, Miami, FL, 33199 (PG5 Market Station).

Pay Transparency

Florida International University will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant.  However, employees who have access to the compensation information of other employees or applicants as a part of  their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information.

Notice of Non-Discrimination

FIU is a State University System of Florida member, Equal Opportunity, Equal Access, and Affirmative Action Employer for individuals with disabilities and veterans. All qualified applicants will receive consideration for employment decisions, programs, and events without regard to race, color, religion, sex, age, national origin, disability, or protected veteran status. For inquiries regarding non-discrimination, contact FIU's Office of Civil Rights at 305.348.2785 or email ocr@fiu.edu.

Reasonable Accommodation Statement

Should you need an ADA accommodation to participate in a University event, program, or activity or need to request materials in an accessible format, please contact FIU's Office of Civil Rights (OCR) at 305-348-2785 or accommodations@fiu.edu.  All requests for ADA accommodation or accessible materials for this event must be submitted to OCR at least seven (7) business days prior to the event or at the earliest possible opportunity.