Executive Assistant

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The UNIVERSITY OF MIAMI SCHOOL OF LAW, Law Alumni and Community Relations, has a great opportunity for an Executive Assistant to work at the Coral Gables Campus.

POSITION SUMMARY: The Office of Law Alumni & Community Relations provides services to 25,000 law school alumni and donors nationwide. Services include programming for alumni engagement activities. The Executive Assistant provides administrative, and staff support to the Assistant Dean for Law Alumni and Community Relations at the School of Law. and the Board of Directors of the Law Alumni Association. Responsibilities include financial record keeping, database management and reporting, donor correspondence.

Coordinates special events in support of the Departments engagement and community outreach efforts. The Executive Assistant will work with the relevant offices at the School of Law in the posting of web items and on the creation and mailing of the electronic LAA newsletter. Will also resolve matters on behalf of management; plans business objectives long and short term.

Supervises student assistants.

REPORTING RELATIONSHIP: Reports to the Assistant Dean of Alumni and Community Relations at the School of Law.

Core Job Functions

Reports and supports top-level leadership and their department(s) with administrative and clerical tasks. Plans meetings and takes detailed minutes, as needed. Manages Assistant Dean’s calendar and approves/declines meeting requests on behalf of Assistant Dean to ensure schedule is aligned to meet upcoming deadlines and/or priorities. Answers phone calls, provides information to callers or connects callers to appropriate staff. Schedules appointments and maintains records for Alumni leadership boards and updates on an ongoing basis the LAA calendar. Independently creates memos, reports, presentations, project timelines and documents for distribution as needed. Ensures that the Assistant Dean is prepared for meetings in and/or presentations and is kept abreast of important information prior to any meetings/conference calls. Uses independent judgement to respond on behalf of the Assistant Dean ensuring the confidential handling of information, correspondence, and communications, including incoming, outgoing and electronic communications on behalf of the Assistant Dean and the LAA Board. Makes travel arrangements and reservations for department leadership and board, as needed and processes all expense reports and reimbursements. Develops and maintains department filing system. Assists with expense tracking and other budget related functions as needed. Adheres to University and unit-level policies and procedures and safeguards University assets.

Department Specific Functions/ Responsibilities:

• Develop appropriate practices and systems for tracking and managing data related to the Office of Law Alumni and Community relations.
• Composes and types correspondence, congratulatory letters and condolence letters on behalf of the Law Alumni Board and the Assistant Dean; creates spreadsheets and power point presentations as needed.
• Managing all aspects of the Office of Law Development and Alumni Relations – this includes, composing letters, schedule dates, meeting agenda, etc. Responsible for transcription of meeting minutes. Prepares support materials for appointments/engagements. Supervises the creation of alumni and constituent research and cultivation and engagement schedule and makes sure the information is updated accurately in the central CRM system. Assists with agendas for Law School Volunteer Board Meetings as well as external meetings.
• Handles SOL alumni communications components, including but not limited to, the law alumni webpage, law alumni social media platforms, creation of law alumni newsletter and email communications as well as all event related collateral.
• Manages the transcription of recorded events and ensures the documents are stored for future use and/or publication.
• Ability to conceptualize demands/expectations through self-thinking and initiative. Resolves situation within own authority, involving others as appropriate to maintain professional image of the school and department.
• Independently develops and creates effective presentations for the Assistant Dean by researching/ exploring concepts, and analyzing data.
• Maintains all project and departmental files.
• Assistant Dean’s liaison among the law school faculty, administrators, staff, external community leaders, Alumni and others. Determining appropriate referrals, complaints, and actions to be taken accordingly.
• Uses independent judgment and recommends solutions in the overall maintenance and alternation of office areas, equipment, office layout, and other arrangement in the day-to-day office operations of the department.
• Interprets requests and helps implement action, deciding whether the Assistant Dean should be notified of important or emergency matters.
• Processes business expense reports and prepares IDR’s/invoices/purchase orders for meetings and events. Handles internal and external inquiries.
• Contacts or responds to contacts from high-ranking individuals (internal or external)
• Schedules and maintains Assistant Dean’s Appointment Calendar. Daily appointments within Law School and University, speaking engagements as necessary (Both internal and external)
• Provides assistance in the preparation of University reports, especially reports to alumni and school leadership.
• Keeps track of cultivation and solicitation schedule for the Assistant Dean and the Dean of the School of Law when applicable and updates central advancement files documenting actions as required including donor correspondence and engagement efforts.
• Uses Microsoft based programs to develop reports under general instructions; able to perform moderately complex analysis of report information. Uses discretion in maintaining/adapting current information. High level of sensitive information and discretion required.
• Creates and composes letters, reports, memos, agenda items, graphs, charts, presentations, and emails.
• Maintains permanent and confidential records of meetings and individual files.
• Prepares and submits any reports and forms in connection with personnel matter for the department.
• Responsible for tracking hours, overtime and approving Workday for student workers.
• Assists with and participates in Law Alumni Association and other special events as required.
• Other administrative responsibilities as assigned or required.
  
  
  

EDUCATION AND EXPERIENCE: Associates degree. Bachelors’ Degree preferred and five years’ work-related experience. An equivalent combination of experience and education may be substituted. Must be proficient in Microsoft Office suite software to include Word, Excel, PowerPoint. Additionally, the position requires strong web-based research skills, knowledge of databases and how to manipulate data and create reports.

Knowledge, Skills and Attitudes:

• General knowledge of office procedures and operations.
• Ability to accurately prepare and maintain records, files, reports and correspondence.
• Ability to communicate effectively in both oral and written form.
• Ability to process and handle confidential information with discretion.
• Skill in completing assignments accurately and with attention to detail.
• Position requires a detailed knowledge of organization’s operations, organizational procedures, personnel and demonstrated ability and temperament to work with sensitive information.
• Requires excellent interpersonal skills, excellent judgment and ability to maintain confidentiality at highest levels of operational effectiveness.
• Position requires attention to detail and decision-making skills to respond to high-pressure situations as well as time management skills to plan, manage and coordinate executive’s activities and major functions.
• Position requires occasional evening and weekend hours and travel to support alumni engagement events.
  
  
  

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:

A9