Executive Assistant I

Job ID: T231068
Organization: University of Alabama at Birmingham (UAB)
Work Location: Birmingham, AL
Grade: 340
Salary Range: $47,665 – $77,455 (commensurate with experience)
FLSA Status: Exempt
Remote/Hybrid Eligible: Yes – but this position is Onsite

Job Summary

Under minimal supervision, the Executive Assistant I provides advanced, confidential administrative and operational support to an executive leader. This position requires a high level of professionalism, discretion, and independent judgment to manage complex tasks, communications, and projects that are sensitive in nature. The incumbent serves as a key liaison between the executive’s office and internal/external stakeholders, ensuring the seamless coordination of activities that support the mission and goals of the University.

Key Duties and Responsibilities

• Provides a full range of administrative support to the executive, including managing calendars, scheduling meetings, preparing correspondence, and maintaining confidential files.

• Coordinates and oversees special projects, including researching information, compiling data, preparing reports, and summarizing key materials for executive review.

• Monitors and tracks departmental financial, budgetary, and personnel processes, ensuring compliance with university policies and procedures.

• Oversees general office operations and may supervise administrative support staff, assigning priorities and ensuring workflow efficiency.

• Manages event logistics and coordinates meetings, conferences, and travel arrangements on behalf of the executive.

• Screens and prioritizes communications, demonstrating discretion and judgment in handling sensitive information.

• Collaborates across departments to facilitate information flow and maintain effective relationships with internal and external contacts.

• Performs other duties as assigned.

Knowledge, Skills, and Abilities

• Knowledge of organizational policy and procedure.

• Advanced computer/software skills.

• Advanced proficiency in Microsoft Office products (Excel, Word, PowerPoint, Access, Visio, Outlook).

• Strong organizational and planning skills.

• Excellent active listening skills.

• Ability to be results-oriented and detail-oriented.

• Ability to manage multiple priorities and meet deadlines.

• Ability to adjust to change and perform well under pressure or in stressful situations.

• Strong problem-solving and decision-making abilities.

• Ability to interact with staff at all levels with professionalism and confidentiality.

• Flexible, proactive, and efficient approach to work.

• Self-directed, self-motivated, and able to work independently with minimal supervision.

• Strong communication and interpersonal skills, with the ability to convey information effectively both verbally and in writing.

• Ability to perform a variety of tasks that may change in nature without loss of efficiency or composure.

• Ability to accept responsibility for planning and directing one’s own work.

• Ability to demonstrate empathy and compassion when interacting with individuals experiencing physical or emotional distress.

• Demonstrated ability to foster teamwork, cooperation, and a collaborative work environment.

• Ability to communicate effectively with individuals from diverse socioeconomic, cultural, and educational backgrounds.

• Ability to cope effectively in an ever-changing, fast-paced environment and maintain composure during critical or emergency situations.

• Commitment to UAB’s values of collaboration, integrity, respect, and excellence.

Core Competencies

• Results-Oriented: Takes initiative, follows through on assignments, and achieves high-quality outcomes.

• Adaptable: Thrives in a dynamic, fast-paced environment and adjusts to changing priorities with composure.

• Professional: Maintains confidentiality and exercises discretion with sensitive matters.

• Communicative: Effectively conveys information across all levels of the organization.

• Collaborative: Builds positive relationships that promote teamwork and cooperation.