Executive Assistant I

University of Florida • Gainesville, FL

6d

About The Position

This position provides comprehensive administrative support to a Director, focusing on calendar management, meeting coordination, communication support, visitor and event coordination, and project tracking. The role requires a proactive approach to managing the Director's time, ensuring efficient meeting processes, and supporting strategic initiatives. The Executive Assistant will handle sensitive information and interact with various internal and external stakeholders.

Requirements

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

Nice To Haves

• 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.

Responsibilities

• Manage and maintain the Director's calendar, including scheduling meetings with faculty, staff, and UF administrative offices.
• Prioritize requests and ensure alignment of the Director's time with key priorities.
• Anticipate scheduling conflicts and proactively propose solutions.
• Coordinate meetings, including scheduling, agendas, and materials.
• Attend meetings with the Director and keep notes when requested.
• Prepare brief background information for meetings as needed.
• Track action items and follow up to ensure completion.
• 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.
• Support planning and execution of small to mid-scale events involving the Director when requested.
• Ensure the Director's participation in events runs smoothly.
• 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.
• Gather data, conduct research, and prepare materials to assist the Director's decision-making during meetings or discussions when requested.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level