University of St. Augustine for Health Sciences · 9 hours ago
Executive Operations Administrator
Coral Gables, FL
Full-time
Onsite
Senior Level
$79K/yr - $112K/yr
5+ years expThe University of St. Augustine for Health Sciences is seeking an Executive Operations Administrator to provide comprehensive administrative and operational support to C-level executives. This role involves managing calendars, coordinating events, overseeing travel arrangements, and ensuring effective communication within the organization.
Higher Education
Hiring Manager
Michael Carrasquillo
Responsibilities
Coordinate, schedule and update of calendars across time zones and geographies
Collaborate with other administrative assistants to coordinate university meetings, group discussions and ongoing executive-level committee meetings on behalf of the Chancellor
Compile and distribute meeting agendas and minutes for executive level meetings
Manage high volume meeting requests for the Office of the Chancellor; critically prioritize meetings to ensure effective and efficient scheduling and use of time
Provide primary support for meetings to include, but not limited to, arranging meeting logistics, preparing agendas, collecting any supporting information, and compilation/distribution of meeting minutes
Work in collaboration with IT department to ensure a smooth and seamless meeting experience. Meeting platforms include live meetings/interactive software, video conferences, conference calls, Town Halls, etc
Coordinate offsite meetings and logistics, and associated hotel accommodations, catering, room set up, document preparation, etc
In partnership with the Campus Director, coordinate, develop and support local campus events and functions
Manage and prepare expense reports using online expense portal and/or manual methods; submit for reimbursement
Proactively manage any extraordinary expenses to ensure appropriate approval prior to expenditure
Collaborate with Controller and Accounts Payable department to manage expense and invoicing process for the Office of the Chancellor
Manage domestic and international travel itineraries to include coordinating travel and lodging arrangements, updating calendars with travel information and confirming reservations
Conduct research as needed for travel arrangements to ensure efficiency and cost-effectiveness
Create detailed itineraries with all pertinent information to ensure a seamless travel experience
Provide a bridge for smooth communication between the senior leader’s office and internal departments, while demonstrating credibility, trust and support
Prepare general communications to ensure timely and clear dissemination of university-critical information
Review and edit communications and presentations on behalf of senior leadership
Prepare documents such as spreadsheets and PowerPoint presentations, create and maintain organizational charts, handle correspondence, take meeting minutes, and prepare documents as directed
Prepare, process, and maintain database for special reports, including invoices, check requests, time off forms, expense reports, memberships, subscriptions and other needs as directed
Establish an organized system for maintaining regular and confidential files and records
Anticipate the needs of the institution; assume responsibility for projects and make recommendations about current processes and procedures
Monitor and order supplies and manage office equipment requests in relation to maintenance; printers, copier service calls, and other needs as requested
Act as the first point of contact for potential students and guests in the reception area; responsible for dealing with inquiries on the phone and face-to-face
Create and maintain a schedule to ensure proper coverage of the front desk receptionist area across campus locations; identify, engage and oversee supplemental workers for the receptionist function
Serve as the senior leader’s administrative liaison to the USAHS Board of Directors
Assist board members with travel arrangements, lodging, and meal planning as needed
Maintain discretion and confidentiality in relationships with all board members
Comply with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format
May perform other duties and responsibilities that management may deem necessary from time to time
Qualification
Required
High school diploma required
A minimum of 5 -7 years of administrative support experience, preferably at the executive level
Experience working in higher education is highly preferred
Must be a detail-oriented self-starter who can work both individually and in a collaborative team environment
Strong ability to multitask and handle competing priorities
Solid organizational skills, and a customer service orientation
Demonstrates critical thinking skills to synthesize information quickly to determine the appropriate path for action and resolution
Excellent written and verbal communication skills
Excellent listening and assimilation skills and the ability to thrive in a fast-changing environment
Ability to manage confidential information with integrity, discretion and a high level of trust and integrity
Must possess solid and advanced level skills in MS Outlook, Word, Excel, PowerPoint, and SharePoint
Knowledge of Visio is a plus
Preferred
Secondary education or a degree in a business school, trade school or an associate degree highly preferred
Company
University of St. Augustine for Health Sciences
University of St. Augustine is an accredited graduate-level institution with an innovative approach to health science education.
501-1000 employees
H1B Sponsorship
University of St. Augustine for Health Sciences has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2023 (1)
Funding
Current Stage
Late StageTotal Funding
unknown2024-07-16Acquired
Leadership Team
Vivian Sanchez
Chief Executive Officer
Stephanie Furlough-Morris
Chief Financial Officer
Recent News
2025-11-05
University of St. Augustine for Health Sciences
2025-09-09
Company data provided by crunchbase