Executive Assistant - The Wolfsonian

Florida International University is a top public university that drives real talent and innovation in Miami and globally. Very high research (R1) activity and high social mobility come together at FIU to uplift and accelerate learner success in a global city by focusing in the areas of environment, health, innovation, and justice. Today, FIU has two campuses and multiple centers. FIU serves a diverse student body of more than 56,000 and 290,000 Panther alumni. U.S. News and World Report places dozens of FIU programs among the best in the nation, including international business at No. 2. Washington Monthly Magazine ranks FIU among the top 20 public universities contributing to the public good.

Provides high-level administrative support to the Director and department leadership, ensuring the smooth operation of daily activities, special projects, and internal processes. Exercises sound judgment, independence, and discretion in coordinating logistics, managing confidential information, and supporting key functions such as Advisory Board engagement, event planning, and compliance with university procedures. Oversees various administrative tasks including scheduling, document preparation, CRM data management, and coordination of travel-related documentation. Collaborates with university administrative partners to ensure timely and accurate execution of operational needs. May supervise or guide the work of others and is accountable for maintaining a well-organized, responsive administrative environment.

• Oversees and facilitates a variety of departmental activities, tasks, and assignments. Manages incoming correspondence and deliveries by receiving, reviewing, sorting, and distributing materials appropriately. Priorities and coordinates multiple projects, including the management of general office supplies and maintenance of office workroom equipment.
• Manages project-oriented and event-related activities, including planning, initiation, coordination, and implementation, and works with the finance team to reconcile payments.
• Organizes and maintains the director's calendar. Keeps the director abreast of scheduled meetings and other appointments.
• Assists with coordination of resources in support of program direction and development. Provides additional support for events and program functions, as needed, such as scheduling, logistics, and concession.
• Coordinates and schedules major activities, guest visits and events, together with partners, and coordinates their involvement in major events. Briefs the Director and executive team on upcoming events, activities, and issues under consideration. Conducts relevant background research and collects information to prepare briefing reports for all upcoming events, travel, and meetings, as needed.
• Interprets, monitors, and analyzes information regarding policies and procedures in adherence to university policies.
• Resolves problems that have significant impact on the overall goals of the department, keeping all essential team members and leaders updated.
• Serves as the primary support and liaison for all Advisory Board logistical needs. Coordinates the calendar, meetings, and correspondence for the Advisory Board, and provides administrative support during meetings, including preparation of related materials and documentation. Prioritizes and coordinates multiple projects including management of the museums general office supplies and office workroom equipment.
• Composes and prepares correspondence, memoranda, forms, newsletters, manuals, and reports using appropriate presentation tools. Prepares and edits materials for presentations, meetings, and events, incorporating content revisions and relevant graphic or design elements as needed.
• Coordinates, organizes, and maintains confidential and donor files. Creates, updates, and maintains logs, lists, and databases. Oversees data entry and ensures accurate, up-to-date information is reflected in the CRM system. Uses the CRM to support reporting needs and to generate membership status reports, including lapses and renewals.
• Coordinates interviews for administrative and staff candidates, and ensures relevant documentation is provided to the hiring manager and HR liaison.
• Interprets administrative procedures and recommends new and improved programs to effectively manage.
• Supports university travel procedures by assisting with travel authorizations and related expense reports, ensuring required documentation is accurate and submitted in a timely manner.
• Serves as a Procard User for departmental transactions. Assures compliance and adherence to University credit card policies and procedures.
• May handle cash and check payments received by mail for donations, membership or rental invoices.

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.

• Experience with Microsoft Office Suite and Outlook Scheduling.
• Experience with high-level support and management of multiple leaders.
• Experience supporting the operations of a director's office.

Administrative

• Begin time: 8:30 AM
• End time: 5:00 PM

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

• Fingerprinting Check
• Expanded Background Check

• Must attend meetings off campus and occasionally attend functions on weekends and evening
• Ability to travel locally and nationally.
• Ability to work flexible hours as needed.
• Travel to FIU Campus

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.

Current Employee

As a current employee, you must log into Employee Self Service (ESS) to apply for this and any other internal career opportunity of interest. 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/ curriculum vitae, cover letter or any other documents within the application process. It is recommended that you combine your cover letter and resume into one attachment. Attached documents should be in Microsoft Word or PDF format.

*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.

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 without regard to race, color, religion, sex, age, national origin, disability, or protected veteran status. For inquiries regarding nondiscrimination, contact FIU's Office of Civil Rights Compliance and Accessibility at 305.348.2785 or email ocrca@fiu.edu.