Executive Assistant I

University of Central Florida•Orlando, FL

20h•Onsite

About The Position

UCF has an exciting opportunity to provide direct executive-level administrative support to the Executive Director of the Institute for Simulation and Training (IST) within the Pegasus Research Institute (PRI). The Executive Assistant I performs a broad range of administrative and clerical functions, including managing complex calendars, coordinating meetings, preparing documents and reports, and serving as a primary point of contact for visitors, faculty, staff, and external partners. This role supports day‑to‑day executive operations by organizing information, coordinating schedules, and maintaining effective communication and workflow. The Executive Assistant I position is well suited for a highly organized professional who demonstrates professionalism, discretion, and a strong customer service mindset in a fast‑paced environment.

Requirements

Bachelor's or Master's degree and 2+ years of relevant experience or an equivalent combination of education and experience pursuant to Fla. Stat. 112.219(6).
Valid Class E driver’s license.
Ability to drive to various locations on and off campus to conduct University business.
Must be authorized to work for any U.S. employer.
Visa sponsorship is not available for this position, and the university cannot accommodate H‑1B transfers or employment-based visa processing for individuals currently sponsored by another employer.

Nice To Haves

Prior experience in a customer service–oriented or administrative support role, demonstrating the ability to defuse tension, respond courteously to inquiries, and interact professionally with a wide range of internal and external stakeholders.
Advanced proficiency in Microsoft Office applications (Outlook, Word, Excel, and PowerPoint), including calendar management, document preparation, and basic reporting.
Demonstrated ability to apply critical thinking skills, exercise sound judgment, and work independently while managing multiple competing priorities.
Experience coordinating and partnering with multiple departments within a large organization or university environment to support critical and complex administrative needs.
Proven organizational skills with experience managing executive calendars, scheduling meetings, and maintaining accurate records or filing systems.
Strong written and verbal communication skills, with experience preparing professional correspondence, agendas, or meeting materials.
Ability to handle confidential or sensitive information with discretion and professionalism.
Familiarity with enterprise administrative systems or databases (e.g., Workday or similar), or the ability to quickly learn new systems.

Responsibilities

Serves as the main point of contact and makes decisions regarding scheduling Executive Director (ED) meetings and appointments.
Identifies when external (to the Institute) meetings require an internal preparation meeting and schedules both types of meetings accordingly.
Prepares and arranges meeting agendas; records meeting minutes; and coordinates space and location needs, reserved parking, travel accommodations, and catering as needed.
Coordinates special events for faculty and staff upon request and follows up on ED action items to collect necessary information and documents.
Creates daily agendas for the ED; establishes and maintains filing and organizational systems; files materials as needed.
Fields phone calls on behalf of the ED; directs clients to appropriate Institute contacts when applicable.
Completes Workday processes as needed.