Executive Administrative Assistant

Job Description

Job Description

Executive Administrative Assistant

Albizu University

Miami Campus

Albizu University is seeking an experienced Executive Administrative Assistant to the Chancellor at its Miami Campus. This pivotal role provides high-level administrative support to ensure the seamless functioning of the Chancellor’s Office. The Executive Administrative Assistant will work closely with the Chancellor to manage daily operations, support strategic initiatives, and foster relationships with internal and external stakeholders. The position requires strong organizational skills, attention to detail, excellent communication abilities, and the ability to prioritize tasks and handle sensitive information. This role demands a proactive approach to problem-solving and managing competing priorities in a fast-paced environment, while supporting Albizu University’s mission and goals.

Responsibilities :

• Manage the Chancellor’s calendar, including scheduling, prioritizing, and coordinating appointments, meetings, and events aligned with institutional objectives.
• Prepare, proofread, and edit correspondence, presentations, reports, and documents to ensure high-quality output.
• Handle incoming and outgoing correspondence, determining urgency and routing appropriately.
• Compile briefing materials for meetings, ensuring the Chancellor is prepared for all engagements.
• Serve as the primary point of contact for the Chancellor’s office, responding to inquiries with diplomacy and professionalism.
• Cultivate and maintain relationships with university departments, faculty, staff, students, and external partners.
• Coordinate communication with the Chancellor of the San Juan Campus and Mayaguez Center, the University's President Office, Board of Trustees when appropriate, executive committees, and leadership teams, ensuring timely and accurate information dissemination.
• Coordinate follow-up on action items from meetings, ensuring accountability and progress on key initiatives.
• Plan and execute logistics for meetings, conferences, and events, including venue arrangements, catering, and technology needs.
• Organize domestic and international travel arrangements for the Chancellor, including transportation, accommodations, and itineraries.
• Assist in coordinating campus-wide and ceremonial events aligned with the Chancellor’s initiatives.
• Maintain confidential records, reports, and files, ensuring compliance with university policies and legal requirements.
• Manage office budget, including tracking expenditures, processing invoices, and reconciling accounts.
• Oversee office supplies, equipment, and general operations to ensure an efficient work environment.
• Conduct research and compile data to support decision-making and special projects.
• Provide administrative and project management support for strategic initiatives.
• Collaborate on accreditation and compliance activities to align with institutional standards.
• Identify and recommend process improvements to enhance the effectiveness of the Chancellor’s Office.
• Serve as a trusted advisor to the Chancellor, addressing administrative challenges with discretion.
• Represent the Chancellor’s Office with professionalism and cultural sensitivity.
• Perform other duties and special projects as assigned to contribute to the success of the university.

Requirements :

Experience working in higher education or non-profit environments.

Disclaimer :

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.

Albizu University complies with Federal and State equal employment opportunity laws; qualified applicants are considered for all positions without regards to race, color, religion, sex, national origin, age, marital status, veteran status, non-job-related disability, or any other protected group status.