Senior Executive Assistant
Senior Executive Assistant
ABOUT FIU
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.
POSITION DESCRIPTION
The Herbert Wertheim College of Medicine is currently seeking a Senior Executive Assistant to join our team of professionals.
Duties include:
- Manages project activities for the Office of Development, ensuring meticulous coordination of resources in support of program goals. Utilizes systems to track projects and events and ensure action items and deadlines are being met. This includes handling logistical details for events, visits, donor engagements, and office initiatives. Proactively anticipates inquiries and concerns, addressing them through efficient problem-solving and the implementation of innovative solutions, often involving modifications to existing processes or the creation of new procedures.
- Provides administrative support to the Associate Dean and the Development Team by maintaining the Associate Dean's schedule, ensuring appointments are organized and prioritized, preparing them for each meeting or engagement, coordinating meetings, preparing correspondence, managing email, and assisting with the planning and logistics for various events.
- Oversees and coordinates all development/advancement team travel, including facilitating reimbursement of expenses and initiating fund transfers. Additionally, manages Finance 360 requests, coordinates vendor registration for FIU, handles expense report submission and reimbursement tracking, and facilitates the acquisition of essential materials like shipping labels and business cards.
- Schedules, organizes, and coordinates meetings with internal and external stakeholders, ensuring executive leaders are fully prepared by arranging advanced documentation reviews, preparing agendas, identifying participants, distributing briefing materials, developing and organizing presentations, and supplying all essential information. Additionally, provides directions to visitors and initiates follow-up actions, meetings, and communications for key stakeholders as directed.
- Creates/maintains new project accounts and ID's in foundation. Monitors and ensures accuracy of current accounts.
- Coordinates the entry, import/export, and query of prospect/donor data in RE (Raisers Edge) for the College. Initiates requests for profiles on individuals and foundations, prospect lists, and specific fundraising initiatives and campaigns. Generates regular and ad-hoc reporting requirements and requests in Advancement databases (Raisers Edge, Tableau, etc.).
- Creates monitoring and tracking mechanisms for required metrics and measurements for fundraising activity. Pulls data for all reporting needs, tracks related activity and keeps development team informed. Shares status updates and progress with team on a regular basis.
- Responsible for ordering and maintaining office supplies, managing office equipment and technology, and ensuring the office is clean, organized, and secure.
- Serves as a University card user for departmental transactions. Adheres to University credit card policies and procedures.
- Handles donated funds in the forms of checks, stocks and other negotiable securities. Ensures compliance with University and State of Florida statutes, guidelines, and policies and procedures associated with budget and procurement.
- Collaborates with various university administrators, staff, constituents, and VIPs, serving as a liaison between the department and other agencies, departments, and vendors. Handles confidential records/information regarding gifts and donors, preparing documentation for processing Deposit Transmittals and Foundation invoices.
- Performs other related duties as assigned or as directed. The omission of specific duties does not preclude the supervisor from assigning duties that are logically related to the position.
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.
SALARY
$65,000-$75,000
HOW TO APPLY
For more information or to apply, please visit us on-line at http://careers.fiu.edu and reference job opening ID 533650.
FIU is a member of the State University System of Florida and an Equal Opportunity, Equal Access, Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.