Assistant Director Administrative Services - Office Of The President

Florida International University (FIU) 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 Miami, FIU offers over 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.

About the role

Provides advanced administrative, operational, and governance support for the FIU Board of Trustees Office, working directly with the Corporate Secretary and Assistant Chief of Staff to ensure effective coordination of Board activities, meetings, communications, and related institutional priorities. Manages complex administrative processes, logistical planning, and high-touch services for Trustees, senior University leadership, and key internal and external stakeholders.

Responsibilities

• Serves as a primary point of coordination for Board meetings and events, including planning, preparation, execution, follow-up, and timely communication with Board members.
• Develops, implements, and continuously improves administrative procedures, workflows, and office practices to support efficient day-to-day operations for the Board of Trustees Office and its collaboration with the Office of the President.
• Liaises with University departments, executive offices, and outside vendors to support seamless Board operations, service excellence, and the University's governance functions with professionalism, discretion, and sound judgment.
• Manages and oversees the day-to-day operations and administrative functions of the Board of Trustees Office, ensuring efficient execution of Board-related workflows, governance processes, service standards, document management, and office operations.
• Partners with the Corporate Secretary in advancing operational priorities, enhancing organizational effectiveness, and ensuring alignment with institutional objectives, governance requirements, and best practices.
• Directs and manages communications, inquiries, and stakeholder engagement activities involving Trustees, executive leadership, faculty, staff, students, external partners, and community constituents.
• Exercises independent judgment in resolving complex and sensitive matters, ensuring timely, accurate, and confidential handling of Board-related correspondence, records, communications, and governance documentation.
• Provides executive-level support to Trustees by managing logistics, briefing materials, travel arrangements, and engagement planning to facilitate informed participation in Board, Board of Governors, and University activities.
• Works closely with the Corporate Secretary to prepare, review, and coordinate accurate minutes for meetings of the Board of Trustees and, as assigned, Board committees, ensuring official records appropriately capture key discussions, actions, decisions, and follow-up items.
• Coordinates posting, retention, and distribution of minutes and related records under the direction of the Corporate Secretary and in accordance with applicable laws, regulations, bylaws, policies, and public meeting requirements.
• Oversees the administration and continuous improvement of Board digital platforms, including Trustee portals, Board websites, document management systems, and meeting technologies, ensuring secure and effective technology solutions support governance operations.
• Performs essential duties during emergencies such as hurricanes or other University emergency closings, with availability to report to work as needed.
• Serves as the University's credit card user for departmental transactions, adhering to University credit card policies and procedures, and reconciling all transactions before submitting for final approval.
• Directs the governance review and signature routing process for Board Chair actions and official documentation, providing guidance to University leadership regarding governance requirements, submission standards, and procedural compliance.
• Leads the logistical and administrative planning for Board of Trustees meetings, committee meetings, retreats, campus visits, planning sessions, conference calls, and related events in collaboration with the Corporate Secretary and appropriate University partners.
• Supports scheduling, facilities coordination, catering, safety coordination, seating plans, procurement, and budget-related expenditures, and assists with the preparation and distribution of materials.
• Serves as a principal point of contact for governance-related matters, independently evaluating, prioritizing, and responding to sensitive and complex requests involving Trustees, executive leadership, University departments, and external constituents.
• Supports Board member participation in University-related activities and events by coordinating invitations, communications, logistics, onsite support, and follow-up.
• Works closely with the Corporate Secretary in implementing short- and long-term initiatives, special projects, process improvements, and strategic priorities, exercising sound independent judgment and maintaining confidentiality.
• Establishes and maintains collaborative working relationships with University-wide Board liaisons and administrative partners, providing guidance, resources, and best practices to support consistent Board governance practices.
• Supports the preparation, assembly, review, formatting, routing, and distribution of Board and committee agenda materials, presentations, attachments, and related documents.
• Assists with tracking recurring Board-related compliance requirements, governance deadlines, public notice timelines, annual certifications, Trustee training requirements, and other time-sensitive obligations.
• Supports trustee onboarding, orientation, and ongoing engagement by coordinating orientation materials, required forms, training reminders, resource updates, and related logistics.

Requirements

• Bachelor's degree in business, education, or related field and four (4) years of related work experience, or Master's degree in business, education, or related field and two (2) years of related work experience.

Qualifications

• Technical Writing: Skilled in drafting formal corporate minutes, official executive resolutions, and high-visibility university communications.
• Event & Logistics Coordination: Experience managing the flawless execution of high-profile hybrid and in-person public meetings and events.

Pay

$70,000 - $75,000

Schedule

8:30 AM – 5:00 PM

Must attend meetings off campus and occasionally attend functions on weekends and evenings. Ability to work flexible hours as needed, including evenings and weekends. Ability to travel locally and nationally.