<strong><strong>About FIU<br><br></strong></strong>Florida International University is a Top 50, preeminent public research university with 55,000 students from all 50 states and more than 140 countries, as well as an alumni network of more than 340,000. Located in the global city of Miami, the university offers more than 200 degree programs at the undergraduate, graduate and professional levels, including medicine and law. FIU faculty are leaders in their fields and include National Academy members, Fulbright Scholars and MacArthur Genius Fellows. A Carnegie R1 institution, FIU drives impactful research in environmental resilience, health and technology and innovation. Home to the Wall of Wind and Institute of Environment, FIU stands at the forefront of discovery and innovation. With a focus on student success, economic mobility and community engagement, FIU is redefining what it means to be a public research university.<br><br><strong><strong>Job Summary<br><br></strong></strong>The Executive Assistant provides high-level administrative and operational support to the Vice President for Academic Affairs, ensuring the seamless management of the VP's complex calendar and strategic priorities. This role acts as a primary point of contact for the Office of the Vice President for Enrollment Management and Services, anticipates needs, and collaborates with university partners to ensure operational efficiency and alignment with FIU's mission. The position also manages key administrative functions, including event logistics, travel, and financial approvals, while maintaining a well-organized and responsive office environment.<br><br><ul><li>Serve as primary manager of the VP's calendar, prioritizing requests, resolving scheduling conflicts, and ensuring alignment across multiple divisions and initiatives.</li><li>Plan, organize, and execute meetings, retreats, and high-profile events - including preparation of agendas, briefing materials, logistics, vendor coordination, and post-event follow-up.</li><li>Arrange travel, prepare itineraries, and process reimbursements while ensuring compliance with university travel procedures and documentation requirements.</li><li>Act as the first point of contact for the VP's office, triaging requests and correspondence, drafting and editing communications, and preparing reports, presentations, and other materials for decision-making.</li><li>Serve as a key liaison with deans, associate vice presidents, senior leaders, and external stakeholders to ensure effective communication and coordination across units.</li><li>Interpret and apply university policies and procedures, maintaining confidentiality and exercising sound judgment in handling sensitive issues.</li><li>Manage departmental purchasing and inventory, serve as Procard User, monitor expenditures (including OCO funds), and maintain property records in compliance with university policies.</li><li>Support HR-related processes such as searches and onboarding, maintain filing systems, monitor IT needs, ensure departmental vehicle maintenance, and manage other operational requirements as directed.</li><li>Develop and implement systems to streamline scheduling, meeting preparation, event planning, and operational workflows across the VP's portfolio.</li><li>Provides administrative office support to the Office of the Vice President for Enrollment Management and Services. Serves as first point of contact for the Office of the Vice President for Enrollment Management and Services. Ensures questions are answered and issues resolved in a timely manner.</li><li>Performs other related duties as required or as directed. The omission of specific duties does not preclude the supervisor from assigning duties that are logically related to the position.<br><br></li></ul><strong><strong>Minimum Qualifications<br><br></strong></strong>Bachelor's degree and two (2) years of office or related experience providing administrative support, or coordinating functions of an office or department; OR six (6) years of office or related experience providing administrative support, or coordinating functions of an office or department; OR an equivalent combination of relevant education and/or experience.<br><br><strong>Job Category<br><br></strong>Administrative<br><br><strong>Advertised Salary<br><br></strong>$53,000-$55,000<br><br><strong>Work Schedule<br><br></strong><ul><li>Begin time: 8:30 AM</li><li>End time: 5:00 PM<br><br></li></ul><strong>Working Condition(s)<br><br></strong>Operating University Vehicles (all types)<br><br><strong><strong>Pre-Employment Requirements<br><br></strong></strong><ul><li>Driver's License Check</li><li>Expanded Background Check<br><br></li></ul><strong><strong>Other Information<br><br></strong></strong><ul><li>Ability to work evenings and weekends.</li><li>Ability to work flexible hours as needed.<br><br></li></ul><strong><strong>How To Apply<br><br></strong></strong><strong>Prospective Employee<br><br></strong>If you have not created a registered account, you will be asked to create a username and password for use of the system. It is recommended that you provide an active/valid e-mail account as that will be the main source of communication regarding your status within the process. In this account, you are able to track your applicant status in "<strong>My Applications</strong>".<br><br><em><strong>To be considered eligible for the position as an internal candidate, departmental staff must meet minimum requirements of the position and be in good performance standing.<br><br></strong></em>Before you begin the process, we recommend that you are prepared to attach electronic copies of your resume, cover letter or any other documents within the application process. It is recommended that you combine your cover letter and resume/curriculum vitae into one attachment. Attached documents should be in Microsoft Word or PDF format. All applicants are required to complete the online application including work history and educational details (if applicable), even when attaching a resume.<br><br><ul><li>This posting will close at 12:00 am of the close date.<br><br></li></ul><strong><strong>How To Apply<br><br></strong></strong><strong>Current Employee<br><br></strong>As a current employee, you must log into Employee Self Service (ESS) to apply for this and any other internal career opportunity of interest. In this account, you are able to track your applicant status in "<strong>My Applications</strong>".<br><br><em><strong>To be considered eligible for the position as an internal candidate, departmental staff must meet minimum requirements of the position and be in good performance standing.<br><br></strong></em>Before you begin the process, we recommend that you are prepared to attach electronic copies of your resume/ curriculum vitae, cover letter or any other documents within the application process. It is recommended that you combine your cover letter and resume into one attachment. Attached documents should be in Microsoft Word or PDF format.<br><br><ul><li>This posting will close at 12:00 am of the close date.<br><br></li></ul><strong>Disclosures<br><br></strong><strong>Clery Notice<br><br></strong>In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, the University Police department at Florida International University provides information on crimes statistics, crime prevention, law enforcement, crime reporting, and other related issues for the past three (3) calendar years. The FIU Annual Security report is available online at: https://police.fiu.edu/download/annual-security-fire-safety-report/.<br><br>To obtain a paper copy of the report, please visit the FIU Police Department located at 885 SW 109th Avenue, Miami, FL, 33199 (PG5 Market Station).<br><br><strong>Pay Transparency<br><br></strong>Florida International University will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information.<br><br><em><strong>FIU is a State University System of Florida member, Equal Opportunity, Equal Access, and Affirmative Action Employer for individuals with disabilities and veterans. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin, disability, or protected veteran status. For inquiries regarding nondiscrimination, contact FIU's Office of Civil Rights Compliance and Accessibility at 305.348.2785 or email ocrca@fiu.edu.</strong></em>
