Executive Assistant

2 months ago

Miami, Florida, United States UOMUOMUS Full time
Current Employees:

If you are a current Staff, Faculty or Temporary employee at the University of Miami, please click here to log in to Workday to use the internal application process. To learn how to apply for a faculty or staff position using the Career worklet, please review this tip sheet.

The department of Neurology has an exciting opportunity for a Full Time Executive Assistant to work at UHealth. The primary function of this position is to provide administrative support to the Chief of the Neuromuscular Division and the Neuromuscular program. Responsible for schedule management, office management, travel arrangements, communications, information preparation, data management and analysis. This role represents the executive and their interests to others. The Executive Assistant has delegated authority regarding matters of significance. In addition, performs work without specific instruction or prescribed procedures.

  • Answer phones, triage, and follow-through on messages and information requests from internal and external customers
  • Coordinate general and professional correspondence associated with the faculty member' academic, research and clinical work.
  • Copy, fax and scan documents for distribution, filing, meetings, etc.
  • Schedule and coordinate physicians' calendar including interviews, on and off campus meetings, lectures, conferences, departmental meetings, and special programs for patients and faculty.
  • Greet faculty guests and visitors and arrange meetings rooms, etc. Arrange catering for meetings as needed.
  • Prepare and submit leave requests and vacation/leave tracking forms as outlined by Department and University policy.
  • Assist with preparation of Centers of Excellence annual reports. Work closely with Department's clinical operations staff to ensure seamless coordination between the faculty member' clinical activities and their academic/administrative work.
  • Prepare and coordinate travel arrangements including reservations for hotels, air travel and other related arrangements.
  • Prepare and submit forms required for reimbursement of travel expenses, including but not limited to, gathering all pertinent receipts, and submission of required information to administrative office for processing.
  • This also includes monthly reconciliation of credit cards, preparation of POs and other reimbursements as needed.
  • Responsible for the maintenance, requisition and submission of supplies for division.
  • Make arrangements for changes, moving or repair of phones, computers, pagers, etc. as needed by faculty members.
  • Update and submit renewals of licenses and DEA. Responsible for membership payments, as well as assist with initial credentialing and re-credentialing.
  • Distribute updated documents to appropriate entities internally as well as externally.
  • Maintain updated physician's documentation (CME, Boards, certifications, etc.).
  • Maintain files and coordinate storage needs for Division.
  • Assist in the preparation of manuscripts for submission to journals.
  • Prepare images, graphs, tables and PowerPoint presentations.
  • Update CVs, and assist with grant submissions.
  • Coordinate meetings, galas, research related workshops and all divisional activities as needed.
  • Support Department Administrator with other responsibilities.

This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities as necessary.

Minimum Qualifications

Associate's degree in relevant field, Bachelor's degree preferred.

Minimum 5 years of relevant experience, preferred in an academic, healthcare environment. Scientific background or previous exposure to bibliographic review preferred.

Knowledge, Skills and Attitudes:

  • Must demonstrate high level of skill with MS Word, Excel, and Outlook calendaring programs.
  • The candidate must be pro-active, highly motivated and follow up to completion of assigned projects.
  • Must have excellent written and verbal communication skills.
  • Must have professional, appropriate appearance and demeanor.
  • Must be able to work with high level of autonomy and independence and manage multiple priorities and projects successfully.
  • Must demonstrate a high level of organizational and time-management skills as well as ownership and accountability for all responsibilities and activities.
  • Must be able to problem-solve complex issues.
  • Must be able and willing to work and thrive in a fast-paced environment, and to interact successfully with internal and external customers and co-workers at all levels of the organization.
  • Will be expected to represent the Division and the Department with the highest level of professionalism and behavior.

Any relevant education, certifications and/or work experience may be considered.

The University of Miami offers competitive salaries and a comprehensive benefits package including medical, dental, tuition remission and more.

UHealth-University of Miami Health System, South Florida's only university-based health system, provides leading-edge patient care powered by the ground breaking research and medical education at the Miller School of Medicine. As an academic medical center, we are proud to serve South Florida, Latin America and the Caribbean. Our physicians represent more than 100 specialties and sub-specialties, and have more than one million patient encounters each year. Our tradition of excellence has earned worldwide recognition for outstanding teaching, research and patient care. We're the challenge you've been looking for.

Patient safety is a top priority. As a result, during the Influenza ("the flu") season (September through April), the University Of Miami Miller School Of Medicine requires all employees who provide ongoing services to patients, work in a location (all Hospitals and clinics) where patient care is provided, or work in patient care or clinical care areas, to have an annual influenza vaccination. Failure to meet this requirement will result in rescinding or termination of employment.

The University of Miami is an Equal Opportunity Employer - Females/Minorities/Protected Veterans/Individuals with Disabilities are encouraged to apply. Applicants and employees are protected from discrimination based on certain categories protected by Federal law. Click here for additional information.

Job Status:

Full time

Employee Type:

Staff

Pay Grade:

H9

  • Executive Assistant

    2 months ago

    Miami, Florida, United States UOMUOMUS Full time

    Current Employees:If you are a current Staff, Faculty or Temporary employee at the University of Miami, please click here to log in to Workday to use the internal application process. To learn how to apply for a faculty or staff position using the Career worklet, please review this tip sheet.The Department of Medical Student Education as an exciting...

  • Executive Assistant

    1 month ago

    Miami, Florida, United States Citadel Securities Full time

    Job DescriptionRole Overview: Citadel Securities is looking for an experienced executive assistant to support a senior executive within our client franchise. The Executive has a heavily external-facing role, and this position will act as the internal and external interface for the Executive.Location: Miami - 200 S Biscayne BoulevardResponsibilities: Work...

  • Executive Assistant

    1 month ago

    Miami, Florida, United States UOMUOMUS Full time

    Current Employees:If you are a current Staff, Faculty or Temporary employee at the University of Miami, please click here to log in to Workday to use the internal application process. To learn how to apply for a faculty or staff position using the Career worklet, please review this tip sheet.Accountabilities as Executive Assistant (For Non-exempt Employees...

  • Executive Assistant

    4 weeks ago

    Miami, Florida, United States UOMUOMUS Full time

    Current Employees:If you are a current Staff, Faculty or Temporary employee at the University of Miami, please click here to log in to Workday to use the internal application process. To learn how to apply for a faculty or staff position using the Career worklet, please review this tip sheet.The University of Miami UHealth/SoLé Mia opening June 2025, will...

  • Administrative Executive Assistant

    2 weeks ago

    Miami, Florida, United States Pacifica Continental Full time

    Position OverviewRole: Executive Assistant/Administrative ManagerWe are seeking a dedicated Executive Assistant/Administrative Manager for a prominent financial institution.Key Responsibilities:Oversee the schedules, appointments, expense documentation, and travel logistics for executives.Manage projects delegated by senior executives.Assist in the...

  • Executive Assistant to Senior Brand Management Executive

    13 hours ago

    Miami, Florida, United States Creative Artists Agency Full time

    About the RoleWe are seeking a highly organized and detail-oriented Executive Assistant to support a senior executive in our Brand Management division. The ideal candidate will have over three years of experience working directly as an Assistant with senior/executive management, the ability to multi-task, think critically, operate efficiently, and work in a...

  • Finance Executive Assistant

    1 week ago

    Miami, Florida, United States Coda Search│Staffing Full time

    Position Overview:Coda Search│Staffing is looking for a detail-oriented and proactive Executive Assistant to provide essential support to a finance team. The successful candidate will possess 3-5 years of relevant experience, ideally within the financial services industry. This position demands exceptional communication skills, meticulous attention to...

  • Executive Virtual Assistant

    2 months ago

    Miami, Florida, United States MCI Full time

    LOCATIONMiami, FL JOB TYPEFull-Time PAY TYPESSalary POSITION OVERVIEWJob Title: Executive Virtual AssistantJob Type: Full Time, Permanent Location: Miami FL, HybridMCI is a leading Business Process Outsourcing (BPO) company that specializes in delivering tailored solutions to meet the diverse needs of our clients. With a commitment to excellence and a focus...

  • Executive Chef Assistant

    2 days ago

    Miami, Florida, United States Sodexo Full time

    About the RoleWe are seeking a highly skilled and experienced Lead Cook to join our team at Sodexo. As a key member of our kitchen staff, you will be responsible for ensuring the highest quality of food preparation and presentation.Key ResponsibilitiesRecipe Execution: Read and execute recipes to prepare a variety of hot and cold foods.Food Preparation:...

  • Executive Assistant Manager

    1 week ago

    Miami, Florida, United States West Coast Based v Restaurant Full time

    Executive Assistant ManagerWe are seeking a highly skilled and experienced Executive Assistant Manager to join our team at West Coast Based Restaurant. As a key member of our management team, you will play a vital role in driving the success of our restaurant and delivering exceptional guest experiences.Key Responsibilities:Provide a positive guest...

  • Executive Assistant Human Resources

    1 month ago

    Miami, Florida, United States AC Hotel Miami Brickell Full time

    As the Executive Assistant to HR , you will:Perform a variety of human resources and financial and administrative assignments, assisting with programs, regulations, policies.Research, collect, write and prepare drafts of materials, and assist with recommendations on a variety of human resources topics.Order flowers and send cards when occasions arise,Prepare...

  • Executive Assistant with Marketing Expertise

    3 days ago

    Miami, Florida, United States Luxefurlife Full time

    Job OverviewLuxefurlife is seeking a highly skilled and creative Executive Assistant to join our team. As a key member of our organization, you will be responsible for managing and growing our social media presence, creating engaging content, and developing strategies to increase brand awareness.Key Responsibilities:Manage and grow social media accounts,...

  • Executive Administrative Assistant

    3 months ago

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

    DescriptionJob 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...

  • Executive Chef Assistant

    6 days ago

    Miami Beach, Florida, United States Fontainebleau Miami Beach Full time

    Job Summary:We are seeking a highly skilled and experienced Executive Chef Assistant to join our team at Fontainebleau Miami Beach. As a key member of our culinary department, you will be responsible for assisting the Executive Sous Chef in the day-to-day operations of the kitchen, ensuring the highest standards of quality, cleanliness, and sanitation are...

  • Executive Chef Assistant

    18 hours ago

    Miami Beach, Florida, United States Pura Vida Miami Full time

    About Pura Vida MiamiWe are a lifestyle brand dedicated to providing simple, wholesome food and beverage items that fit today's lifestyle. Our mission is to offer an intimate yet fast and consistent experience every day, 365 days a year.Job SummaryWe are seeking a highly skilled and experienced Culinary Sous-Chef to join our team at Pura Vida Miami. As a key...

  • Senior Executive Assistant

    2 weeks ago

    Miami, Florida, United States Creative Artists Agency Full time

    Job OverviewAbout UsCreative Artists Agency (CAA) stands as a premier entertainment and sports agency, renowned for its global proficiency in various sectors including live entertainment, digital media, and consumer products. Our commitment to collaboration and outstanding client service drives our diverse team to discover, innovate, and enhance...

  • Executive Chef Assistant

    2 days ago

    Miami Beach, Florida, United States Davidson Hospitality Group Full time

    Job Summary:We are seeking a highly skilled and experienced Sous Chef to join our team at Davidson Hospitality Group. As a key member of our culinary team, you will be responsible for assisting the Executive Chef in the day-to-day operations of the kitchen.Key Responsibilities:Assist the Executive Chef in menu planning, food preparation, and...

  • Senior Executive Assistant in Brand Management

    1 week ago

    Miami, Florida, United States Creative Artists Agency Full time

    Job OverviewAbout UsCreative Artists Agency (CAA) stands as a premier agency in the realms of entertainment and sports, recognized for its extensive knowledge in various sectors including live and filmed entertainment, digital media, publishing, sponsorship, licensing, and philanthropy. Our culture thrives on collaboration and outstanding client service,...

  • Senior Executive Assistant

    1 week ago

    Miami, Florida, United States Creative Artists Agency Full time

    Job OverviewAbout UsCreative Artists Agency (CAA) stands as a premier agency in the realms of entertainment and sports, recognized for its extensive expertise across various sectors including live events, digital media, publishing, sponsorship, licensing, and philanthropy. Our collaborative culture and commitment to exceptional client service enable us to...

  • Family Law Litigation Assistant

    2 weeks ago

    Miami, Florida, United States Ascension Global Staffing & Executive Search Full time

    Job OverviewAscension Global Staffing & Executive Search, a distinguished Hispanic Women Owned & Operated National Recruiting Firm, is committed to fostering diversity and excellence in the recruitment landscape. Our focus is on connecting top-tier talent with leading firms across the nation.We are currently representing a prominent family law firm in...