Executive Administrative Assistant

4 weeks ago


Miami, United States Nicklaus Children's Health System Full time

Job Summary

Performs advanced, diversified, and confidential administrative duties for the President. Serves as liaison with the Board of Directors and their executive assistants. Functions as a facilitator with Foundation staff as it relates to the essential function of running the operational administrative duties.

Job Specific Duties

  • Coordinates and performs advanced office/administrative support functions for the President. 
  • Coordinates and prepares comprehensive materials for board meetings, including agendas, presentations, and supporting documents, ensuring all materials are distributed in a timely manner to board members. Facilitates logistical arrangements, including venue setup, technology needs, and catering, to ensure smooth execution of all board-related activities.
  • Receives and screens all visitors and phone calls for President.
  • Proactively reviews calendar, schedules appointments/interviews and secures sites for meetings for the President and Board members.
  • Prepares letters, reports, memorandums, & presentations that may be highly sensitive and confidential in nature to support the President. 
  • Prepares and/or edits correspondence and other written materials based upon President’s notes and/or guidance. 
  • Makes travel arrangements, itineraries, schedules meetings and appointments & maintains calendar to ensure the President efficient time management. 
  • Submits, organizes, and maintains records of travel and expense reimbursement documents for the President. 
  • Utilizes data from databases to create requested reports, spreadsheets, and correspondence on a consistent basis. 
  • Collaborates with the Senior Leadership Team & other contacts to gather data and presentations for internal/external meetings and events. 
  • Completes and processes Accounting/Finance vouchers and expense reports and ensures accurate accounting of department expenses. 
  • Coordinates all committee meetings for President. Responsible for taking minutes, preparing agenda, sending out communications, & processing the minutes. 
  • Takes on special projects as assigned by the President of the Foundation or any members of the leadership team. 


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