Administrative Assistant II

University of Florida•Gainesville, FL

About The Position

The Administrative Assistant II provides comprehensive administrative support to Executive Committee (EC) members, focusing on calendar coordination, meeting logistics, travel and financial processing, and general administrative operations. This role also supports event planning and special projects, requiring strong organizational, communication, and technical skills.

Requirements

High school diploma or equivalent and four years of progressively responsible administrative support experience.
Valid driver's license.
Proficiency in Microsoft 365 (Outlook, Teams, Word, Excel, PowerPoint), including managing complex calendars and document creation.
General computer proficiency, including Adobe Suite, Word, Excel, Zoom.
Strong organizational skills, attention to detail, ability to manage multiple priorities.
Excellent written and verbal communication skills, ability to multitask, sound judgement, and a strong work ethic.
Ability to create professional presentations and reports.
Ability to work independently while contributing effectively as part of a team.
Ability to conduct business with confidentiality, discretion, and professionalism.

Nice To Haves

Bachelor’s degree or equivalent combination of education and experience.

Responsibilities

Coordinate complex calendars for Executive Committee (EC) members, including scheduling meetings, prioritizing requests, and ensuring alignment with institutional priorities.
Prepare and distribute meeting materials, maintain agendas, track action items, and serve as scribe for select meetings.
Coordinate logistics for meetings (rooms, virtual platforms, technology needs) and ensure timely communication with participants.
Coordinate all aspects of EC travel using UF GO, including booking airfare, lodging, and itineraries in accordance with university policies.
Prepare and submit travel authorizations and reimbursements in a timely manner.
Assist with PCard transactions, expense reconciliation, invoice processing, and documentation to ensure compliance with UF financial guidelines.
Serve as a liaison with fiscal staff as needed.
Maintain Listservs and DO/Operations emergency contact lists.
Manage conference room calendars.
Organize and archive Director’s Office records in accordance with university policies.
Work with the DO Assistant to the Director to coordinate document filing systems (digital and physical), support records retention and purging processes, and ensure accessibility of key materials for leadership use.
Assist with the planning and execution of Director’s Office-supported events, including logistics coordination, scheduling, communications, materials preparation, and on-site support.
Support coordination of recurring events such as monthly all-staff meetings, including agenda preparation, communications, and follow-up.
Support special projects by gathering, researching, and synthesizing information from a variety of sources (e.g., institutional data, archives, external organizations).
Prepare summaries, reports, presentations, and briefing materials to support decision-making and communications.