Executive Assistant I

University of Florida•Gainesville, FL

9d•$30 - $34

About The Position

This position provides administrative support to UF Health Communications executive leadership, working closely with other high-level executive assistants. The role involves facilitating administrative tasks, serving as a liaison with internal and external stakeholders, and ensuring high-quality, discreet, and confidential work. Key responsibilities include coordinating calendars and schedules for executive leaders, managing meeting logistics (room reservations, virtual links, materials, catering), preparing agendas and minutes, and providing backup support to the administrative team for seamless division-wide support. The role also involves drafting and disseminating correspondence, maintaining divisional calendars and staff outage information, tracking leave and time reporting, updating organizational charts and contact lists, and managing media on-call schedules. Additionally, the position is responsible for maintaining patient consent forms, coordinating divisional purchases and invoices, managing supply inventories, and updating software licenses and access to online tools. It also involves maintaining asset inventories, coordinating travel logistics, and facilitating the renewal of vendor/freelancer contracts. The role supports the onboarding of new staff, including workstation setup and access, and identifies opportunities to improve administrative processes and operational efficiencies. Finally, it provides project management support, including coordinating podcast script transmittals, updating web content, assisting with media requests, supporting production shoots, preparing presentations, monitoring award deadlines, and planning/executing divisional events.

Requirements

Bachelor’s degree and three years of relevant experience or an equivalent combination of education and experience.
Proficiency in the use of personal computers and multifunctional devices (required)
Proficiency with Microsoft Word, Excel and PowerPoint (required)
Strong project management skills
Superior spelling, punctuation and grammatical skills
Excellent organizational skills and attention to detail
Ability to plan, prioritize, organize and coordinate work assignments independently in a fast-paced environment
Demonstrated ability to manage multiple projects effectively and meet deadlines
Demonstrated ability to work as part of a team toward organizational objectives
Demonstrated professionalism in interacting with others at all levels within and outside the organization.

Nice To Haves

Bachelor’s degree and five to eight years of relevant experience or equivalent preferred
Proficiency in the usage of website content management systems such as WordPress (preferred)

Responsibilities

Works closely with other high-level executive assistants across the academic health center and helps to facilitate administrative tasks on behalf of UF Health Communications executive leadership.
Serves as a liaison with other internal UF Health departments/units, university stakeholders and external audiences and ensures work is completed promptly and is of high quality, exercising discretion and confidentiality as necessary.
Actively coordinates all calendars and schedules for assigned executive leaders while providing supplemental support to UF Health’s SVP/chief marketing & communications officer as needed.
Ensures scheduled meetings have appropriate rooms reserved and/or virtual meeting links, with necessary infrastructure in place.
Coordinates logistics, including collateral material needs, catering and other requirements.
Facilitates development of agendas and/or materials, and prepares and distributes meeting minutes for priority meetings as needed.
Collaborates with and provides back-up support for other members of the administrative team to ensure seamless support across the division.
Drafts and disseminates general correspondence to UF Health Communications staff regarding news, important updates, time-sensitive announcements and operational matters.
Corresponds with individuals internal and external to the organization to support divisional needs.
Maintains and communicates UF Health Communications daily staff outages and weekly divisional calendar schedules.
Tracks staff leave, monitors time reporting and reconciles time sheets to facilitate management approvals.
Updates and maintains divisional organizational charts, contact lists, leave calendars, disaster call lists and staff birthdays.
Works with the media relations team to develop and distribute media on-call schedules and ensures information is consistently accurate in SPOK to facilitate timely triage of media inquiries.
Responsible for maintaining, archiving and tracking all patient consent forms executed related to marketing and communications activities to ensure requested information can be easily retrieved and updated as needed.
Coordinates divisional purchases and facilitates the processing of invoices in a timely manner, including ordering supplies and reconciling UF purchasing card reports.
Ensures appropriate supply inventories are maintained to support divisional operations.
Maintains and updates software licenses for staff and coordinates staff access to online tools.
Maintains and updates asset inventories for computer equipment and video/camera equipment/accessories, and tracks staff assignments.
Coordinates travel logistics for staff, including gathering estimated travel costs for management approval, making travel arrangements, developing itineraries and assisting with travel reimbursement processing.
Works with communications executive leaders and the business operations manager to facilitate the renewal of vendor/freelancer contracts.
Works collaboratively with administrative team members to support onboarding of new staff, including workstation setup, securing badge/building/parking access, orientation to divisional policies and procedures, access to divisional online tools, orienting to the division’s project management system and facilitating team workflow integration.
Works with administrative team members to foster an environment of collaboration to support divisional needs.
Identifies opportunities to improve administrative processes and operational efficiencies.
Proactively identifies potential issues, makes recommendations to support resolution and implements changes.
Identifies opportunities to streamline administrative processes, improve operational efficiency and enhance consistency across divisional operations.
Escalates issues and recommendations to the business operations manager as appropriate and assists with implementation of approved process improvements.
Responsible for coordinating transmittal of UF Health podcast scripts to support production and distribution requirements.
Updates and publishes key web content on the UF Health Newsroom, including UF Health podcasts (Health in a Heartbeat and Animal Airwaves).
Serves as a backup for posting news releases, stories, blogs and associated multimedia content.
Assists Creative Services in fielding inquiries and fulfilling various photo gallery and corporate logo requests.
Also assists with logistics related to major production shoots, including securing rentals, coordinating catering and handling other needs.
Gathers, synthesizes and organizes information and assists with development of PowerPoint presentations and briefing materials for communications executive leadership.
Assists UF Health Communications staff in monitoring and communicating professional organization award entry deadlines, assists with award submissions, processes entry fees and tracks divisional awards received.
Plans and executes various divisional events, including retreats, new employee welcome receptions, staff farewells and other celebrations.
Coordinates invitations and event logistics, working collaboratively with other administrative team members to ensure successful execution of events and divisional activities.
Supports divisional events through participation in event staffing as business needs and schedules permit.