Executive Assistant

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 and operational support to the AVP of Operations to enhance efficiency and ensure alignment with University Advancement goals, policies, and procedures. Supports the AVP of Operations and the Human Resources team with all administrative departmental functions such as scheduling, financial management, meeting preparation, logistical support, etc. Collaborates and supports the Human Resources team with recruitment, onboarding, employee engagement and related administrative functions, contributing to cohesive and effective departmental operations. Manages complex projects, streamlines processes, and supports confidential matters with discretion.

• Serves as the primary liaison for matters directed to the AVP of Operations, exercising independent judgment and decision-making to assess priorities and determine the most appropriate course of action, referral, or resolution. Conducts high-level research and provides analytical recommendations to support the AVP's decision-making on cross-functional policy, procedural, and operational matters impacting University Advancement.
• Manages and maintain the AVP of Operations calendar and scheduling needs, prioritizing and ensuring alignment with Advancement goals. This includes overseeing and solidifying appointments, planning, execution, and post-event evaluation of meetings, planning and execution of conferences, seminars, retreats, and planning sessions, ensuring all details are handled efficiently and professionally.
• Coordinates and processes financial expenditures and travel logistics for the AVP of Operations and the Human Resources team. This includes preparing and submitting travel and expense reports, booking travel, and collecting receipts to ensure timely and accurate reimbursements. Implements and manage financial tracking systems that inform budgeting strategy, optimize resource allocation, and support audit-readiness for continuous operational improvement and support.
• Provides oversight and guidance to Advancement staff as needed. Partners with the AVP of Operations and the Human Resources team to design, implement, and enforce operational policies and procedures, ensuring alignment with university-wide policy, risk mitigation strategies, and long-term University-wide priorities.
• Collaborates with cross-functional teams to gather requirements, develop project plans, and ensure effective implementation of new initiatives across University Advancement. Leads the planning, coordination, and delivery of training sessions or communication strategies related to operational and project changes.
• Supports the AVP of Operations with leading all aspects of project management by coordinating stakeholder meetings, maintaining and tracking project timelines, ensuring milestone completion, and preparing necessary materials and documentation to support project success.
• Supports departmental budget and planning in collaboration with the AVP of Operations, including tracking expenditures, preparing budget reports, financial forecasting, and supporting annual budget planning processes.
• Manages the logistical and strategic planning for all Operational and HR led Foundation events. Ensures protocols and deliverables are reviewed and implemented including review of facilities, space allocation, planning, preparation of meeting presentations and documentation.
• Manages operational procurement and inventory of all Operational and HR materials and supplies. Orders any relevant materials and supplies as needed for events, training sessions, employee engagement opportunities, interviews, or foundation onboarding sessions.
• Assists the Human Resources team on recruitment activities, including scheduling and conducting initial applicant screenings (as needed), maintaining accurate applicant tracking data in Panthersoft HR, and coordinating job postings and advertising efforts to maximize candidate reach.
• Assist HR with new hire onboarding coordination, including scheduling meetings with key departmental and University leaders, assisting with orientation logistics, and ensuring a welcoming and efficient onboarding experience.
• Develops and maintains operational dashboards, reports, and data analytics in support of the AVP of Operations. Gathers and analyzes data related to departmental performance, budgetary trends, and project progress to inform strategic decision-making and improve organizational transparency.
• Serves as a Procurement cardholder for departmental transactions. Adheres to University's credit card policies and procedures. Reviews and reconciles all transactions before submitting for final approval.
• Serves as Procurement Card and Foundation Card approver/back-up approver for the division. Assures compliance and adherence to University and Foundation credit card policies and procedures. Maintains records of Procurement and Foundation Card receipts for assigned cardholders.

Advanced Microsoft Office Skills

Experience handling the schedule of a senior administrator.

Experience with logistical support and administrative functions.

Administrative

Begin time: 8:30 AM

End time: 5:00 PM

Criminal Background Check

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.

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.