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Executive Assistant

St. Thomas University
Florida, United States
Salary Not Specified
Posted Date
Jun 29, 2022

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Position Type
Administrative, Academic Affairs, Chief Academic Officers & Vice Presidents, Business & Administrative Affairs, Business & Administrative Support, Other Business & Administrative Affairs, Chief Business Officers & Vice Presidents, Executive, Other Executive
Employment Level
Employment Type
Full Time
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**This is an on-site position. Remote workers will NOT be considered.**


You will be joining St. Thomas University (STU) at an exciting moment! Under the dynamic leadership of President David A. Armstrong, J.D., STU has had four consecutive years of record enrollment and we’ve set fundraising records too. Our campus footprint is also growing. In the past two years alone, we’ve opened the state-of-the-art Gus Machado College of Business, a new weight room for our student athletes, as well as a turf athletic field, residence hall, and a student center. And, we are going to keep growing…more students, more programs, more facilities!

As we mark our 60th Anniversary, we are setting our sights on the future while also honoring our Cuban heritage and celebrating our Catholic Identity. Come be a part of our diverse community! We are seeking energetic innovators who will help us chart the course for the University’s sixth decade of impact! Let’s work together to attract, serve, and inspire a diverse group of students who will leave STU prepared to be ethical leaders and change agents in our global community.

Located in sunny Miami, Florida, St. Thomas University is a private, non-profit university that offers 39 undergraduate, graduate, and postgraduate degrees at its picturesque 144-acre campus and through distance learning. Its academic offerings include one of the oldest (and most highly ranked) undergraduate programs in Sports Administration in the country. STU has been ranked #1 by U.S. News & World Report in Social Mobility for regional universities in the South, which means it takes students from the lowest financial strata and catapults them to much higher financial strata in only ten years. St. Thomas University is the only Catholic Archdiocesan-sponsored university in Florida, and one of the only eight Archdiocesan universities nationwide.


Provide office support services to department.

  • Set Quarterly Investment Committee Meetings and Finance Committee Meetings, provide logistical support to visiting executives in coordination with other executive assistants and prepare packages for the meetings, as well to the Board of Trustees Meeting.
  • Serve as a professional representative for the Vice President of Administration/CFO to executive clients, and board members.
  • Coordinate/maintain calendar priorities and schedule appointments with President, Vice Presidents, Deans/Directors, and outside groups for Vice President for Administrative Affairs/Treasurer, including staff meetings.
  • Serve as contact between the Vice President of Administration/CFO and clients regarding client accounts and new business.
  • Forecast, plan and request blanket purchase orders for annual operating budgets for the Office of Public Safety, university memberships, legal services and vehicle leases.
  • Process and code incoming invoices.
  • Review, code and approve credit card transactions.
  • Arrange meeting space and catering.
  • Forward Merrill Lynch, SunTrust, and the Catholic Community Foundation Statements to Accounting Office.
  • Welcome and assist incoming visitors; screen and announce when appropriate.
  • Receive and route incoming calls in an efficient and courteous manner; take accurate messages as necessary.
  • Prepare and disseminate correspondence, letters, memos, reports and other miscellaneous correspondence from hand-written copy or transcriber.
  • Open, date-stamp, sort, and distribute departmental mail.
  • Copy, scan and collate materials.
  • Coordinate/schedule travel arrangements and hotel accommodations for Vice President/CFO
  • Maintain university files.
  • Maintain recordkeeping and filing systems by classifying, sorting, and filing correspondence, reports and other documents.
  • Inventory office supplies, including monitoring and reordering as required.
  • Coordinate with vendors and Accounts Payable department regarding payment schedules.
  • Maintains information and works directly with vendors regarding products and contract matters. Perform other duties as assigned by immediate supervisor.
  • High School Diploma/GED required, Bachelor’s Degree preferred;
  • Minimum of three years previous secretarial experience demonstrating a thorough knowledge and proven proficiency with office practices and procedures
  • Must possess excellent interpersonal and customer service skills with ability to communicate effectively with a diverse population.
  • Skilled in the operation of office equipment, i.e., telephone, typewriter, calculator, copier, facsimile, personal computers, and printers.
  • Knowledge of telephone etiquette.
  • Familiarity with computer-software applications, i.e., Excel and Word 6.0; experience with mainframe systems preferred.
  • Ability to type 55 wpm.
  • Ability to type memorandums, letters, and enter data accurately.
  • Knowledge of English, grammar, punctuation, and correspondence format.
  • Excellent proofreading skills and effective written and verbal communication skills are necessary.
  • Professional appearance and demeanor including experience in meeting the public and dealing with people using tact, poise, patience and courtesy.
  • Ability to concentrate on detailed projects during numerous interruptions by telephone or from walk-in inquirers.
  • Works regularly with confidential information requiring discretion and integrity.
  • Must be self-starter able to work under pressure, coordinate daily operations, and meet established deadlines.
  • Physical requirements are within the normal bounds of an office environment, but may include occasional lifting, carrying, and pushing/pulling 20-50 pounds.
  • Hours of work: Monday – Friday, 9:00AM – 5:00PM.
Job Type: Full-time

Pay: $60,000.00 per year

  • Dental insurance
  • Employee assistance program
  • Employee discount
  • Flexible spending account
  • Health insurance
  • Health savings account
  • Life insurance
  • Paid time off
  • Parental leave
  • Retirement plan
  • Vision insurance
  • Monday to Friday
  • Weekend availability
Ability to commute/relocate:
  • Miami Gardens, FL 33054: Reliably commute or planning to relocate before starting work (Required)
Application Question(s):
  • Please provide contact information for three (3) professional references.
  • Bachelor's (Preferred)
  • Administrative: 3 years (Required)
Work Location: One location

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