Senior Executive Assistant

Florida International University is a Top 50, preeminent public research university with 55,000 students from all 50 states and more than 140 countries, as well as an alumni network of more than 340,000. Located in the global city of Miami, the university offers more than 200 degree programs at the undergraduate, graduate and professional levels, including medicine and law. FIU faculty are leaders in their fields and include National Academy members, Fulbright Scholars and MacArthur Genius Fellows. A Carnegie R1 institution, FIU drives impactful research in environmental resilience, health and technology and innovation. Home to the Wall of Wind and Institute of Environment, FIU stands at the forefront of discovery and innovation. With a focus on student success, economic mobility and community engagement, FIU is redefining what it means to be a public research university.

Provides high-level administrative and operational support to the Vice President of Government, Community, and Corporate Relations to enhance efficiency and ensure alignment with University goals, policies, and procedures. Supports the Government, Community, and Corporate Relations team with all administrative departmental functions such as scheduling, financial management, meeting preparation, event preparation, logistical support, etc. Collaborates and supports the Government, Community, and
Corporate Relations 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 Vice President of Government, Community, and Corporate Relations, 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 Vice President and the office's decision-making on cross-functional policy, procedural, and operational matters.
• Manages and maintain the Vice President of Government, Community, and Corporate Relations and Senior Associate Vice President calendar and scheduling needs, prioritizing and ensuring alignment with Government, Community, and Corporate Relations 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.
• Supports the coordination and the processing of financial expenditures and travel logistics for the Government, Community, and Corporate Relations team. This includes supporting the preparation and submission of 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 Government, Community, and Corporate Relations staff as needed. Partners with the Vice President, Senior Associate Vice President, and Government, Community, and Corporate Relations 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. Leads the planning, coordination, and delivery of training sessions or communication strategies related to operational and project changes.
• Supports the Government, Community, and Corporate Relations team 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.
• Ensures compliance with personnel policies and procedures.
• Exercises sound judgment in decision-making, including ability to anticipate, recognize, and resolve internal and/or constituent issues.
• Interprets administrative and fiscal rules and policies and recommends new and improved programs to effectively manage administrative and fiscal administration.
• Collaborates with marketing and communications team on social media management and engagement to further the activities of the organization.
• Performs essential duties in any emergencies such as hurricanes, storms, and/or any other university emergency closing. The employee is expected to be available to report to work as needed during university emergency closing with appropriate notification of a department administrator.

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.

• 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

Expanded Background Check

Ability to work flexible hours as needed.

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.