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Executive Assistant to the President

Employer
St. Thomas University
Location
Florida, United States
Salary
Salary Not Specified
Date posted
Nov 23, 2022


**This is an on-site position. Remote workers will NOT be considered.**

ABOUT US

St. Thomas University (STU) is a private, non-profit university that offers 39 undergraduate, graduate, and postgraduate degrees at its 144-acre campus in Miami Gardens, Florida 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. In the past four years, STU has set enrollment and fundraising records. St. Thomas University is the only Catholic Archdiocesan-sponsored university in Florida, and one of the only eight Archdiocesan universities nationwide.

The Executive Assistant will join our university at an exciting moment. As we wrap-up our multi-year commemoration of STU’s 60th Anniversary, we are setting our sights on the future while also honoring our Cuban heritage and celebrating our Catholic Identity. Numerous on-campus and nationwide alumni events are planned as part of the festivities, and the culminating event will be our 60th Anniversary Gala in January 2023. We are charting the course for the University’s sixth decade of impact, and the President and his Senior Leadership Team will work together to secure the resources necessary to build the programs, facilities, and the endowment--all in an effort to better serve our diverse community of students who are being prepared to become ethical leaders in our global community.

POSITION SUMMARY

The Executive Assistant provides high-level administrative and operational support to the President of the university in a one-on-one working relationship and will serve as an essential contributor and support person to the President’s Senior Leadership Team. Most importantly, this individual will have a key role in supporting the President’s work to advance the university’s mission and to attract vital financial resources to the institution. This position requires an extraordinary level of commitment, exceptional customer service skills, and the ability to work in a fast-paced, high-pressure environment for a high-energy President. The Executive Assistant must be self-reliant, dependable, conscientious, thorough, accurate, and reliable.

CHARACTERISTIC DUTIES AND RESPONSIBILITIES

The Executive Assistant to the President serves as the principal aide and logistics manager to the President and works autonomously on projects within a nimble, fast-paced environment. The Executive Assistant must be able to assess matters regarding sensitivity, relative importance, and immediacy, anticipate needs, and make decisions based on this analysis. The Executive Assistant serves as a liaison between the President’s Office and Board of Trustees, faculty, staff, students, and external constituents. As such, this professional position requires a thorough knowledge of University policies, procedures, and operations and an understanding the University’s role within the community.

As a professional who works closely with and often represents the President, the Executive Assistant generally fulfills these duties and responsibilities:
  • Perform complex administrative duties, including composing correspondence, reports, and presentation materials, and on a wide variety of matters and with varying levels of confidentiality and urgency.
  • Ensure responsive, accurate, proactive, and collaborative communication with the President, Senior Leadership Team, and the entire University community. This communication includes managing inquiries from the public, students, faculty, and staff with pleasant professionalism and discretion.
  • Manage the President’s calendar with attention to the most minute details and with sensitivity to variables that can impact the President’s schedule (e.g., parking, traffic, etc.).
  • Provide the President with full briefing materials in advance of all meetings and activities.
  • Manage the operational and financial affairs of the President’s Office, including processing reimbursements and requisitions for the President’s Office.
  • Coordinate with the Office of Marketing and Communications on message strategies and specific communications from the President’s Office.
  • Maintain a central record-keeping system to ensure that documents are easily accessible and that appropriate materials are archived.
  • Coordinate with appropriate campus offices to plan and execute events such as receptions and dinners at the President’s home and in other on- and off-campus locations, as requested by the President.
  • Coordinate with the Vice President of Philanthropy to ensure effective relationship management, fundraising activities, and correspondence.
  • Work collaboratively with members of the Senior Leadership Team and the staff in those offices.
  • Provide support to the University’s Board of Trustees by coordinating meeting logistics, preparing and transmitting materials, managing travel arrangements, and recording the minutes of the Board and its committees.
  • Prepare and disseminate meeting materials and produce coherent and concise minutes for Senior Leadership Team/Cabinet and other meetings.
  • Research issues and advise the President on matters as requested.
  • Utilize knowledge of the University’s mission and strategic plan as well as its policies, procedures, and practices to guide all areas of responsibility.
  • Demonstrate commitment to an open, inclusive environment, with an emphasis on coordination, communication, and teamwork.
  • Perform other duties as assigned by the President.
COMPETENCIES
  • Ability to inspire trust and confidence and be seen as a key resource to the University’s trustees, senior leadership team, faculty, staff, students, and external partners.
  • Ability to move fluidly between being a strategic advisor and thought partner to the President and senior leaders and focusing on the detail-oriented work of operations and administration with University staff.
  • Ability to identify and advance the president’s priorities.
  • Proven project management skills with experience managing to deadlines.
  • Ability to understand and address complex interdependencies and competing priorities.
  • Strong writing and communication skills, with experience producing executive level materials.
  • Excellent technology skills, including demonstrated knowledge of Microsoft Office 365 products, office management programs, databases, internet, and social media sites.
  • Ability to be resilient and strategic in the context of constantly changing external circumstances and evolving opportunities.
  • Ability to serve as a constructive and calming presence in a fast-paced, high-visibility environment.
  • A dynamic, emotionally intelligent team member.
  • An exceptional relationship manager who can build rapport and trust across a diverse and growing community of passionate, talented stakeholders, including staff, students, donors, elected officials, and corporate and community partners; and, who demonstrates intercultural competence and possesses a thoughtful communication style.
  • Ability to exercise appropriate discretion and high ethical standards in all interactions.
SUPERVISION RECEIVED

The incumbent works from overall policies, goals, and budgetary limits. Primarily works independently with direct accountability for final results.

SUPERVISION EXERCISED

Delegation and supervision of work for up to three student workers.

POSITION QUALIFICATIONS/SPECIFICATIONS
  • Bachelor's degree required. Professional background should reflect a minimum of two years of experience providing executive-level support.
  • Excellent oral, written and interpersonal communication skills are essential. Ability to exercise critical human relations skills in establishing and maintaining effective working relations with the university community. Ability to manage departmental budget and in support of approved goals. Ability to organize and direct major work projects.
  • Familiarity with personal computers and software. Executive, professional appearance and demeanor with attention to detail and strong organizational skills needed to accomplish several ongoing assignments simultaneously. Must be able to work under pressure and meet established deadlines. Position requires irregular work hours that necessitate a willingness to commit to evening/weekend accessibility to the President and his senior leadership team. Physical requirements are within the normal bounds of an office environment.
Tuition Benefit

After 1 year of continuous full‐time service, employees are eligible to enroll in STU’s bachelor and master courses, tuition‐free. The program will cover a maximum timeframe of 125% of credit hours attempted toward the degree program. Employees may enroll in STU’s doctoral program, with a 40% tuition discount, under the same conditions.

Catholic Identity

St. Thomas University is a Catholic university sponsored by the Archdiocese of Miami committed to academic and professional success guided by its Catholic identity. All employees are therefore expected to respect the teachings of the Roman Catholic Church and support the University’s religious mission. All employees hereby acknowledge their familiarity and support of the religious affiliation, mission and values of St. Thomas University.

Equal Employment Opportunity

St. Thomas University is an equal opportunity employer that promotes a diverse and inclusive organization. It is the policy of the University to fill each vacancy with the candidate who represents the best fit for the position and to promote and transfer employees from within whenever possible and practical. Employment decisions are made on the basis of the candidate’s personal capabilities, qualifications, and ability to assist the University in fulfilling its mission without discrimination. With regard to the latter, the University’s program of recruiting employees for mission aims to inform prospective employees of the University’s mission and to help them and hiring personnel determine how they will support and contribute to the University’s mission.

E-Verify

St. Thomas University is an E-Verify® Employer. E-Verify® is an Internet-based system that allows an employer, using information reported on an employee's Form I-9, Employment Eligibility Verification, to determine the eligibility of that employee to work in the United States. STU will utilize E-Verify® to verify employment eligibility for all newly hired employees.

Job Type: Full-time

Pay: $70,000.00 - $90,000.00 per year

Benefits:
  • 401(k)
  • 401(k) matching
  • Dental insurance
  • Employee assistance program
  • Employee discount
  • Flexible spending account
  • Health insurance
  • Health savings account
  • Life insurance
  • Paid time off
  • Parental leave
  • Retirement plan
  • Tuition reimbursement
  • Vision insurance
Schedule:
  • Monday to Friday
  • On call
  • 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.
Education:
  • Bachelor's (Required)
Experience:
  • Executive Assistant: 2 years (Required)
Language:
  • Spanish (Preferred)
Work Location: One location

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