Executive Assistant

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The department of The Miami Project has an exciting opportunity for a Full Time Executive Assistant to work at UHealth. The Executive Assistant leads the broad scope of executive support-related activities and/or special projects for top-level leadership (Assistant VP and above or equivalent) 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.

• Primarily responsible for planning and coordinating of national and international activities relating to the Chair role with a variety of well recognized organizations.  Responsible for the coordination of Committees, and management meetings on behalf of the Chair.  This includes event management, budget development, site logistics and selection, marketing and speaker confirmation.

• Handles a variety of matters involving Scientific Director including facilitating communications, education, and interactions with the public, media, worldwide medical, governmental agencies, and private sector companies.

• Responsible for providing executive support to the Scientific Director including scheduling of meetings for the Scientific Director; preparation and processing of all correspondence and presentations; answering and screenings calls; and maintaining all files ensuring that responsible parties are aware of filing system so that they may be relied upon in times of need.  Correspondence may include contact with nationally recognized physicians and leaders on behalf of the Chair.  Will serve as primary contact for the Chair.

• Provides support to other Principal Investigators in the department, including letter preparation, ordering supplies, travel arrangements and reimbursements for the faculty and staff.

• Provide support in the preparation of manuscripts, record keeping, grant submission, etc.

• Facilitates coordination and communication between Chairman and the Department of Neurological Surgery regarding his role on Residency Selection Committee and the coordination of residency research rotations.

• Prepares detailed travel itineraries and maintains all expense records.  Arranges for special travel requirements and determines most effective ways to produce the best possible result.

• Completes confidential reports, proposals, memoranda, and other documents that may be presented to the Board of Trustees and other outside contacts.  Exercises careful review and proofreads all documents for the Chair.

• Collaborates with the Director, Assistant Chair, and Chair to review and assess long-range planning, short-term objectives, general administrative management, special project coordination, departmental, public relations and fund-raising developments.  Maintains accurate records of each meeting to ensure each discussed goal is finalized.

• Issues the weekly report of the Scientific Director’s travel schedule to appropriate staff members (i.e. Center Director, Personnel Manager, etc.).  Collects information from senior administrators for the Scientific Director review and approval.  Prepares and issues a Center calendar of all major events to insure coordination and no conflicts for attendees or the Scientific Director.

• Monitors association memberships; orders special gifts for customers; prepares the annual holiday card mailing; performs other related duties as assigned.

• Functions as the Scientific Director office manager responsible for space planning, supplies and requisitions approvals.

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.

Minimum Qualifications

• Associate degree in relevant field

• Minimum 5 years of relevant experience

Knowledge, Skills and Attitudes:

• General knowledge of office procedures and operations.