Executive Assistant I

Executive Assistant I

Job No : 537570

Work Type : Full Time

Location : Main Campus (Gainesville, FL)

Categories : Office / Administrative / Fiscal Support

Department : 11010000 - RE-VP FOR RESEARCH

Job Description

Classification Title :

Executive Assistant I

Classification Minimum Requirements :

Bachelor's degree and three years of relevant experience or an equivalent combination of education and experience.

Job Description :

Exercise considerable judgment in managing the AVP's calendar and travel schedule. This complex schedule requires handling last-minute adjustments of scheduling and / or travel itineraries with discretion to enable maximum use of the AVP's time while enabling them to meet all commitments. Requires the ability to understand the AVP's widespread priorities, such as staff oversight and fostering collaboration with federal agencies. Requires the ability to be detail oriented and to be able to multi-task with accurate scheduling in multiple calendars for various organizations and partnerships.

Serves as the primary point of contact for the AVP's reservations. Exercise considerable judgment in managing multiple room reservation calendars. Arrange for audio visual assistance, room cleaning, furniture movement, and other arrangements as necessary for these rooms. Provide room tours to potential room users and explain room policies. Work with the building manager to schedule Lenel locking system as necessary for use of rooms. Exercise considerable professionalism and deliver a high level of service when working with room users, many of which are administrators. Supports all endeavors to present a professional environment in the face of key collaborators in various government sectors.

Provides administrative support and conducts daily administrative activities, including (but not limited to) managing office logistics, maintaining a digital file system, obtaining signatures, arranging meetings, setting up meetings, escorting visitors, preparing meeting materials and notices, taking meeting minutes, compile data and prepare reports in support of assigned projects (or meetings) and gather, review and analyze submitted meeting materials for completion and accuracy. Anticipate requirements and draft correspondence for the AVP. Other responsibilities include coordinating travel arrangements, answering phone calls, ordering coffee supplies, managing related fiscal matters, and assisting with constituent requests.

Provides administrative support to the AVP by performing a variety of duties as needed. As the AVP works with multiple state, federal, and international agencies, the ideal candidate will be able to collaborate with a broad range of units. As such, they should be ready to be given novel assignments and willing to face unfamiliar challenges.

Provides miscellaneous event assistance including making nametags, greeting attendees, transporting speakers and visitors, meeting caterers for food setup, audio visual setup, event setup, and event breakdown.

The ability to operate on one's own initiative, which includes planning, prioritizing, and flexibility with schedule to perform a variety of functions to meet deadlines. The ideal candidate is expected to complete work assignments independently with minimal instructions and supervision. Must be articulate in explanation of problems, inventive as to potential solutions, and highly professional in dealing with University of Florida and external constituencies, such as government agencies. Operates a variety of standard office equipment including computer, telephone, fax, color printer, and scanner.

Other duties as assigned.

Expected Salary :

Commensurate with Education and Experience.

Required Qualifications :

Bachelor's degree and three years of relevant experience or an equivalent combination of education and experience.

Preferred :

Experience with Microsoft Excel and Publisher.

Ability to answer a multiple phone line system in a professional manner.

General knowledge of the operations for the various offices.

Knowledge of professional office skills.

Ability to be multi tasked.

Knowledge of effective written and oral communication, ability to articulate and interpret information.

Establish and maintain professional and effective working relations with others.

Exercise good judgment.

Strong user automated-system skills; word processing, electronic mail, phone systems, and imaging documents.

Maintain confidentiality of all information entrusted to this position.

Special Instructions to Applicants :

In order to be considered, applicants must provide a cover letter, resume and list of professional references.

This is not a remote position.

A criminal background check is required.

This position is only open to current UF employees.

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

Health Assessment Required :

No

Applications Close : 22 October 2025

To apply, visit https : / / explore.jobs.ufl.edu / en-us / job / 537570

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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