Major Responsibilities: The Executive Administrative Assistant position is responsible for providing administrative support. Scheduling meetings, conference calls, and appointments. Making travel arrangements. Transcribing audio recording from Board Meetings and administrative meetings.

Specific Duties & Responsibilities:

• Communicate in both English and Spanish
• Schedule meetings, conference calls, appointments; coordinate schedules and manage calendars ensuring that all activities are properly arranged with no conflicts
• Prioritize a constantly evolving schedule, including domestic and international travel arrangements
• Reserve and prepare conference rooms for internal and external meetings including ordering breakfast/lunch/dinner for events, meetings, etc.
• Anticipate and resolve potential scheduling / logistical conflicts with an appropriate sense of urgency and professionalism; exhibit independent judgement
• Transcribe audio recording of board meeting and administrative meetings
• Order FNU merchandise and assist with appropriate distribution
• Coordinate purchasing processes with departments across university
• Support the President relating to all administrative aspects of managing the Dr. Jose Regueiro Foundation Inc. and the Florida National University Athletic Foundation; processes payments
• Access storage room to provide FNU merchandise (pints, t-shirts) and property (tablecloths, posters, rollouts) for events (job fairs) organized by Student Services team and academic departments. This may involve ordering supplies, laundering tablecloths, etc.
• Support the Athletics Department with all travel arrangements for coaches and staff, as well as purchasing/payments
• Provide Accounting Department with monthly expenses, indicating account designations
• Take inventory and input all updates to spreadsheets, as needed
• Prioritize conflicting needs, handle matters proficient and proactively, and follow through on projects to completion
• Meet deadlines with a hands-on approach; identify and prioritize work to be completed and decide the best course of action when problems or conflicts arise
• Prepare and print documents, assist with presentation materials, and other ad-hoc assignments as requested.

Requirements & Qualifications:

• AA required; BA/BS preferred
• Fluency in English language (write, speak, read) required
• High proficiency in Spanish language required.
• Outstanding communication skills
• Self-motivated with ability to wear multiple hats simultaneously
• Work well in a fast-paced environment.
• Proactive with strong work ethic
• Minimum of 2 years of administrative experience
• Proficient in MS Office suite (Outlook/Teams, Word, Excel, and PowerPoint)
• Experience using spreadsheets, presentation technology and meeting scheduling/email management using Outlook/Teams and
• Ability to meet deadlines without sacrificing quality of work
• Ability to work in a fast-paced environment with completing priorities
• Ability to multi-task and to anticipate needs and problems before they arise
• Strong professionalism, interpersonal and problem-solving skills
• Attention to detail
• Self-motivated team player with strong work ethic

Schedule:
Monday - Friday
_Mondays & Tuesdays 12pm to 9pm
Wednesdays & Thursdays: 8am to 5pm
Fridays alternate: 8am to 5pm on week, 10am to 7pm the next_

Salary: DOE - range is $17 to $25

Working Conditions

General office working conditions. Noise level is at normal office capacity.

Physical Demands

The physical demands described here are representative of those that must be met by employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential function.

While performing the duties of this job, the employee may be required to frequently and for extended periods of time, sit; stand; walk; use hands to handle and feel objects; reach with hands and arms; climb stairs. This position requires the ability to see, hear, and operate a computer keyboard and standard office equipment. The employee must lift and/or move up to (10) pounds and occasionally lift and or move up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust to focus. The employee must travel to other campuses, as needed and/or required.

Safety Hazard of the Job

Minimal Hazards.

Benefits:

• Health insurance (medical, dental, vision)
• Paid Time Off
• Tuition waiver
• Tuition reimbursement
• 401(k)
• 401(k) matching
• Life insurance

This job description is intended to describe the general nature and level of work being performed by individuals assigned to this position. It is not intended to be construed as an exhaustive list of all tasks, duties, skills and/or responsibilities required for this position in each Campus at all times. Tasks, duties, skills and/or responsibilities may vary from individual to individual, campus to campus and over time, depending upon various factors. These are general guidelines for this position.

Job Type: Full-time

Salary: $18.00 - $25.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Professional development assistance
• Tuition reimbursement
• Vision insurance