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Company: University of Miami Health System
Location: Coral Gables, FL
Employment Type: Full Time
Date Posted: 09/17/2021
Expire Date: 11/17/2021
Job Categories: Administrative and Support Services
The Office of the Secretary has an exciting opportunity for a full time Executive Assistant to work in the Coral Gables Campus.
This person reports directly to the Secretary with a dotted line to the Senior Executive Assistant. Provides general assistance to members of the Board of Trustees, on matters relating to board and standing committees meetings, and the University in general, using own discretion and decision making abilities. Performs a wide variety of complex, confidential administrative support to the Board Secretary. Provides comprehensive analytical support and executive administrative services to the Board, requiring knowledge of organization, governing documents, and board policies and procedures. Collects and organizes data for special research assignments, which may be the basis of recommendations by the Board Secretary on significant decisions made by management and the Board, including, research of minutes and other corporate documents,
benchmarking comparisons of peer and select institutions, and gathering data from other internal and external sources; situations are varied and moderately complex.
Prepares Board Secretary for attending President’s Cabinet Meetings, coordinating with staff on materials.
Prepares rough draft of minutes prior to board and committee meetings based on materials for note taking by the Board Secretary/Senior Executive Assistant during meetings.
Attends and drafts minutes for committee meetings as designated.
Schedules Board and Committee meetings as directed, coordinating with Senior Management and trustee calendars, to confirm quorum.
Maintains working knowledge of current meetings agendas and assists with agenda preparation and posting, as needed.
Provides logistical setup and support for board and committee meetings.
Prepares certified extracts of minutes and certificates of secretary, as needed.
Updates corporate records with the Florida Secretary of State so that the University maintains an active status, in good standing; files University Annual Corporate Report by May 1st deadline, making updates to board membership, corporate officers, registered agenda, or other information, as needed; files Charter amendments within five days of board approval; obtains Certificate of Good Standing, annually and as needed.
Drafts and finalizes Trustee Re-election Reports, updating general and annual information; coordinating the completion of the giving and event participation sections with Development; facilitates distribution at appropriate committee meetings, as well as pickup and shredding extra copies immediately following.
Gathers and proofs relevant background information needed for board, committee and UHealth board meetings, coordinating quality and content review by Senior Executive Assistant and Board Secretary.
Reviews responsive minutes prior to submission to external auditor for annual audit for completeness; coordinates reviews of board and committee minutes by the Controller and the University’s external auditor for annual audit.
Minimum Associates Degree or equivalent.
Work Experience Requirements:
7 years of progressive related experience, preferably in the areas of legal, corporate governance or corporate
Knowledge of routine office practices and procedures.
Excellent problem solving, analytical, and critical thinking skills.
Advanced proficiency in MS Word, Excel, and PowerPoint; working knowledge of Access.
Working knowledge of Workday systems.
Advanced ability in organizing and managing own time, coordinating and prioritizing a variety of assignments with varying deadlines.
Advanced ability to work effectively under pressure with frequent interruptions.
Ability to understand and follow oral and written instructions.
Ability to prepare clear and concise reports.
Ability to communicate effectively, both orally and in writing.
Ability to maintain detailed and accurate records.
Ability to maintain strict confidentiality.