Executive Administrative Assistant

Job Description

Job Description

Position: Executive Administrative Assistant

Department: Chancellery

Location: Miami Campus

Albizu University is a higher education institution committed to academic excellence, mental health training, and service to diverse communities, integrity, compliance and continuous improvement. We are looking for professionals who wish to contribute to an institutional culture based on integrity, compliance and continuous improvement.

MAIN FUNCTION 

The Executive Administrative Assistant position will provide high-level administrative support to ensure the seamless functioning of the Chancellor’s Office. The Executive Administrative Assistant will work closely with the Chancellor to manage daily operations, support strategic initiatives, and foster relationships with internal and external stakeholders. The position requires strong organizational skills, attention to detail, excellent communication abilities, and the ability to prioritize tasks and handle sensitive information. This role demands a proactive approach to problem-solving and managing competing priorities in a fast-paced environment, while supporting Albizu University’s mission and goals.

REQUIREMENTS

• Bachelor’s degree in Business Administration, Communications, or a related field.
• Minimum of 1-3 years of experience providing executive-level administrative support, preferably in higher education or a similarly complex environment.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with modern collaboration tools (e.g., Teams, Zoom).
• Excellent written and verbal communication skills, with the ability to produce polished, professional documents.
• Exceptional organizational skills, attention to detail, and the ability to manage multiple priorities under tight deadlines.
• Proven ability to handle sensitive and confidential information with discretion.
• Strong interpersonal skills to engage with diverse stakeholders at all organizational levels.
• Preferred:
  • Experience working in higher education or non-profit environments.
  • Familiarity with university governance structures, accreditation processes, and higher education trends.
  • Bilingual proficiency in Spanish and English, reflecting the University’s multicultural community and mission.

RESPONSIBILITIES

• Manage the Chancellor’s calendar, including scheduling, prioritizing, and coordinating appointments, meetings, and events aligned with institutional objectives.
• Prepare, proofread, and edit correspondence, presentations, reports, and documents to ensure high-quality output.
• Handle incoming and outgoing correspondence, determining urgency and routing appropriately.
• Compile briefing materials for meetings, ensuring the Chancellor is prepared for all engagements.
• Serve as the primary point of contact for the Chancellor’s office, responding to inquiries with diplomacy and professionalism.
• Cultivate and maintain relationships with university departments, faculty, staff, students, and external partners.
• Coordinate communication with the Chancellor of the San Juan Campus and Mayaguez Center, the University's President Office, Board of Trustees when appropriate, executive committees, and leadership teams, ensuring timely and accurate information dissemination.
• Coordinate follow-up on action items from meetings, ensuring accountability and progress on key initiatives.
• Plan and execute logistics for meetings, conferences, and events, including venue arrangements, catering, and technology needs.
• Organize domestic and international travel arrangements for the Chancellor, including transportation, accommodations, and itineraries.
• Assist in coordinating campus-wide and ceremonial events aligned with the Chancellor’s initiatives.
• Maintain confidential records, reports, and files, ensuring compliance with university policies and legal requirements.
• Manage office budget, including tracking expenditures, processing invoices, and reconciling accounts.
• Oversee office supplies, equipment, and general operations to ensure an efficient work environment.
• Conduct research and compile data to support decision-making and special projects.
• Provide administrative and project management support for strategic initiatives.
• Collaborate on accreditation and compliance activities to align with institutional standards.
• Identify and recommend process improvements to enhance the effectiveness of the Chancellor’s Office.
• Serve as a trusted advisor to the Chancellor, addressing administrative challenges with discretion.
• Represent the Chancellor’s Office with professionalism and cultural sensitivity.
• Perform other duties and special projects as assigned to contribute to the success of the university.

Benefits begin on the first day of the month following 90 days of employment:

• Medical Insurance: participation in the group medical plan; with institutional contribution to insurance premium. 
• Retirement Plan: Employer contribution of 5% of annual base salary. 
• Tuition discount for employees and family members.
• Professional development.
• Sick & Vacation leave.
• Holidays: Paid Holidays based on the academic calendar.

Disclaimer:
The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.

Albizu University complies with Federal and State equal employment opportunity laws; qualified applicants are considered for all positions without regard to race, color, religion, sex, national origin, age, marital status, veteran status, non-job-related disability, or any other protected group status.