About the role
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 Calendar and Priority Management
- Manage and maintain the Director's calendar, including scheduling meetings with faculty, staff, and UF administrative offices.
- Help prioritize requests and ensure alignment of the Director's time with key priorities.
- Anticipate scheduling conflicts and proactively propose solutions.
Meeting Coordination and Follow-Through
- Coordinate meetings, including scheduling, agendas, and materials.
- When requested, attend meetings with the Director and keep notes.
- Prepare brief background information for meetings as needed.
- Track action items and follow up to ensure completion.
Communication Support
- Draft routine correspondence on behalf of the Director.
- Route requests and inquiries to appropriate individuals or offices.
- Monitor and help manage incoming requests to ensure timely responses.
- Manage sensitive information related to the Director's office.
Visitor and Event Coordination
- When requested, support planning and execution of small to mid-scale events involving the Director.
- Ensure the Director's participation in events runs smoothly.
Project Tracking
- Assist in tracking key initiatives and priorities for the Director.
- Maintain simple systems to monitor progress and flag items needing attention.
- Support preparation of materials related to strategic initiatives.
- When requested, gather data, conduct research, and prepare materials to assist the Director's decision-making during meetings or discussions.
Expected Salary $31.13 - $33.52 /hr
Required Qualifications Bachelor's degree and three years of relevant experience or an equivalent combination of education and experience.
Preferred
- 3+ years of administrative or executive support experience.
- Proficiency in Microsoft Office Suite (especially Outlook, Excel, and PowerPoint).
- Experience managing complex calendars, coordinating meetings, and handling travel arrangements.
- Strong written and verbal communication skills, with experience drafting professional correspondence.
- Demonstrated ability to handle confidential information with discretion and professionalism.
- Experience preparing reports, presentations, or briefing materials.
- Strong organizational skills with the ability to prioritize tasks and manage multiple deadlines.
- Customer service mindset with the ability to interact effectively with internal and external stakeholders.
Special Instructions To Applicants In order to be considered, you must upload your cover letter, resume, and three references.
Application must be submitted by 11:55 p.m. (ET) of the posting end date.
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.
Health Assessment Required: No
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