Executive Administrative Assistant I / II

Executive Administrative Assistant I / II

Job No : 537680

Work Type : Full Time

Location : Main Campus (Gainesville, FL)

Categories : Office / Administrative / Fiscal Support, Veteran's Preference Eligible

Department : 18010000 - ED-DN OFFICE

Job Description

Classification Title :

Administrative Spec I / II

Classification Minimum Requirements :

Administrative Spec I-Bachelor's degree or an equivalent combination of education and appropriate experience.

Administrative Spec II- Bachelor's degree and three years of relevant experience; or an equivalent combination of education and experience.

Job Description :

The Executive Administrative Assistant provides high-level administrative support to the Associate Dean for Personnel Affairs & Community Engagement, including managing calendars, travel, communications, and special projects. This role also supports faculty recruitment, HR processes, payroll, and compliance tracking. The position requires strong organizational skills, attention to detail, and the ability to manage multiple priorities with minimal supervision. Acting as a key point of contact, the Executive Administrative Assistant communicates with internal and external stakeholders on behalf of the Associate Dean. The ideal candidate is proactive, professional, and experienced in supporting senior leadership in a fast-paced environment.

Executive Administrative Support

• Provides high-level administrative and strategic support to the associate dean, including complex calendar management, confidential correspondence, preparation of high-impact presentations, and meeting briefings.
• Serves as a liaison and provides triage, evaluating and prioritizing requests for information, identifying urgent matters, and ensuring timely execution of follow-ups on behalf of the associate dean.
• Oversees daily operations of the associate dean's office, ensuring seamless coordination of communications, meetings, and document preparation, including detailed meeting minutes and sensitive correspondence.
• Provides comprehensive coordination and administrative support for faculty recruitment processes, managing timelines, documentation, and communications from initiation through final onboarding.
• Develops high-quality executive-level presentations, reports, and materials to support internal and external meetings, retreats, and strategic planning sessions.
• Coordinates logistics for meetings and events, including room reservations, A / V equipment, catering, and material preparation, ensuring all elements are in place for successful execution.
• Monitors and maintains office supply inventory, placing cost-effective orders and proactively anticipating needs.
• Manages or contributes to special projects and initiatives in support of the Dean's Office, demonstrating flexibility, discretion, and a solutions-oriented approach.
• Anticipates the evolving needs of the associate dean, proactively identifying ways to enhance efficiency and effectiveness.
• Independently manages all domestic and international travel logistics for the Associate Dean, including itinerary planning, registration for conferences / meetings, and timely processing of travel authorizations, reimbursements, and expense reports.

HR Recruitment & Onboarding

Payroll & Time & Labor Oversight

HR Administration & Compliance

Training & Outside Activity Monitoring

Other duties as needed to support the associate dean and college

Expected Salary :

Administrative Spec I- $19.15 -$21 hourly

Administrative Spec II- $50,000 -$55,000 salaried

Required Qualifications :

Administrative Spec I-Bachelor's degree or an equivalent combination of education and appropriate experience.

Administrative Spec II- Bachelor's degree and three years of relevant experience; or an equivalent combination of education and experience.

Preferred :

Special Instructions to Applicants :

In order to be considered, you must upload your cover letter and resume.

Application must be submitted by 11 : 55 p.m. (ET) of the posting end date.

Administrative Spec I : This position is eligible for Veteran's preference. If you are claiming Veteran's preference, please upload a copy of your DD 214 Member Copy 4 with your application for consideration. See our Veteran's Preference Page for more specific information.

This is a time-limited position.

Health Assessment Required :

No

Applications Close : 05 November 2025

To apply, visit https : / / explore.jobs.ufl.edu / en-us / job / 537680

Our Commitment :

The University of Florida is an Equal Employment Opportunity Employer.

Hiring is contingent on eligibility to work in the U.S. The University of Florida is a public institution and is subject to all requirements under Florida Sunshine and Public Record laws. If an accommodation due to a disability is needed to apply for this position, please call 352-392- 2477 or the Florida Relay System at 800-955-8771 (TDD) or visit Accessibility at UF.

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