Senior Executive Assistant

Supports the vision and mission of the FIU Foundation by assisting the SVP & CEO of the FIU Foundation and the Sr. Director in management and coordination of administrative functions of the Office of the SVP and the Foundation Board of Directors. Works in collaboration with the Dr. Director, senior leadership, and administrative staff to provide high level support to those offices. Ensures management and scheduling of corresponding activities resulting in operational and service excellence. Maintains a high level of public relations, confidentiality, and professionalism when representing the office. Provides leadership and oversight in the coordination and execution of special events. 
 

• Responsible for calendar management of SVP & CEO and Sr. Director, using discretion for time and availability. Schedules major development activities that the SVP & CEO and Sr. Director are hosting and ensures effective scheduling for activities that require their presence. Coordinates and arranges appointments and accommodations for meetings and conferences, in addition to small events with donors, board members, administrators, deans, and/or the president.
   
• Plans business trips, prepares itineraries and other supporting materials for SVP & CEO. Creates, reviews, and disseminates travel itinerary, lodging and other logistics. Gathers, prepares, and presents supporting documentation, research, etc. in preparation for travel. Creates TARs for processing and approvals. Retrieves all receipts and necessary documentation immediately following completion of travel.
• Provides key administrative support to the SVP & CEO and the Sr. Director. Anticipates and prepares a wide variety of materials needed for meetings, appointments, calls, conferences, etc., including research, agendas, and presentations.  Arranges reservations and necessary equipment for meetings, conferences, and events. Prepares and distributes meeting and calendar invitations, notifications and updates, and related briefing materials.
• Serves as primary point of contact for administrative operations and matters pertaining to the Office of the SVP. Supervises all temporary and student staff and informs of all administrative and communications policies, procedures, practices, protocols. Interacts with various university administrators and staff. May serve as initial point of contact and liaison between the office and other departments, agencies, vendors, and constituent groups. Serves as liaison for coordination of complex administrative items and initiatives under leadership of Sr. Director.
• At the direction of the Sr. Director, works with UA units to ensure projects align with FIU Foundation goals. Serves as lead administrative professional of the Foundation, providing direction in alignment with strategic goals and objectives. Hosts biweekly meetings with administrative and operational staff to share pertinent updates, gather valuable information and feedback, and to answer questions, as needed.
• Gathers, assembles, and summarizes information for the Sr. Director in response to sensitive and/or confidential matters and inquiries. Drafts, monitors, and prioritizes correspondence, memoranda, forms, manuals, and reports using appropriate software tools. Monitors and coordinates flow of correspondence and other materials requiring review and approval within the office. Develops interpersonal contacts and relationships with peers, colleagues, and partners across the institution.
• Prioritizes items that require the SVP's immediate attention. Appropriately responds to requests for information and escalates matters to appropriate parties, when necessary.
• Evaluates office functions and makes recommendations for continuous improvement, as necessary. Provides follow-up on pending actions, facilitates workflow, and implements office procedures. Assists in developing internal processes and protocols for smooth operations and flow of information.
• Works with Sr. Director to prepare and manage departmental budget. Tracks and monitors all procurement, expenditures, and miscellaneous expenses. Provides quarterly updates to Sr. Director for updating of budget activity. Facilitates the procurement of supplies, materials, and other resources needed to support strategic initiatives and program direction. Makes recommendations for further streamlining of process.
• Works directly with Sr. Director in aiding for effective execution of Foundation Board of Directors meetings and corresponding events. Reaches out to board members on behalf of the SVP & CEO, receives RSVPs, and collaborates with Foundation Board Relations staff members to execute on board logistics.  Provides indirect support during peak periods and events and/or meetings that may fall outside of business hours. Completes tasks as assigned by Sr. Director.
• Provides leadership and support in the coordination and execution of all  related events for the SVP, Foundation Board, and other special events.  Provides administrative support to staff as directed by the Sr. Director.
• Establishes regular update meetings with internal event staff to discuss upcoming events and logistics. Reinforces, solidifies, and manages the Presidential Request and Event Briefing process throughout UA and development units across the university.
• In conjunction with the Sr. Director, serves as the conduit for information flow between the Division and the Office of the President. Serves as liaison, maintaining a high level of public relations and interaction with senior administration, staff, faculty, donors, and community and board members.
• Exercises independent thought, initiative, and judgement in the implementation of administrative activities and decision making. Recognizes, anticipates, and responds to internal concerns and/or issues. Creates and implements streamlined processes for review, approval, and follow-up on items.
• Serves as a University card user for departmental transactions. Adheres to University credit card policies and procedures.
• Reconciles monthly P-Card Statement for SVP and CEO and manage corresponding financial forms that require Presidential approval. Serves as an approver for monthly P-Card reconciliations for several team members. Assures compliance and adherence to University credit card policies and procedures.Collaborates with Advancement Finance Team to process expense reports, invoices, and DSO's reimbursement forms.

Minimum Qualifications:

Bachelor's degree and four (4) years of office or related experience providing administrative support, or coordinating functions of an office or department; OR eight (8) 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.