Executive Assistant II

University of Florida • Gainesville, FL

1d

About The Position

Serve as a partner to the Senior Vice President for Administration providing professional administrative assistance by managing and organizing a complex calendar, composing correspondence and presentations, and planning travel. Anticipate scheduling conflicts, assess competing demands, and exercise independent judgment to optimize executive time and effectiveness. Effective communication, time management, problem solving and confidentiality is required. Triage and prioritize incoming requests and tasks assigned. This includes close collegial collaboration with like positions across campus as well as externally. Maintain and manage the electronic filing system. Comprehensive knowledge of the University of Florida institutional governance, operations, policies and procedures.

Conduct research and prepare materials for various meetings and presentations. This may require drafting, editing, and reviewing various documents and correspondence to ensure they meet required standards. Assist in developing, evaluating and implementing internal goals, objectives and policies.

Includes fiscal, equipment, space, and other required UF office protocols. This includes answering phones, managing mail, maintaining office supplies, greeting guests, keeping office space tidy, securing IT support when needed, interacting with guests. In addition maintaining filing systems/records retention as required. Ensuring office procedures comply with university policies, governing human resources, financial transactions, reporting, travel, payroll, and related procedure. Keep abreast of changes in policies and procedures and implement necessary changes to office processes. Interpret and clarify university policies and procedures.

Managing or overseeing projects as assigned. This could include a wide range of projects, including organizing groups, committees with internal and external stakeholders, events all with a focus on detailed planning and execution.

Perform related duties as assigned; assist other staff in shared office space as needed.

Requirements

• Bachelor’s degree and five years of experience; or an equivalent combination of education and experience.
• A valid Florida Driver's License is Required.

Nice To Haves

• UF experience preferred including all University policies and procedures.
• Professionalism with a high level of organizational skills and management of details critical.
• Knowledge of administrative practices and principles with strong ability to organize calendar, plan, collect and analyze data; organize and coordinate all work assignments; carry out tasks independently; use discretion and confidentiality; and maintain effective working relationships with others.
• Strong written, verbal and interpersonal skills as well as ability to work collegially and interact effectively with all constituencies.
• Ability to work in fast-paced environment.

Responsibilities

• Manage and organize a complex calendar.
• Compose correspondence and presentations.
• Plan travel.
• Anticipate scheduling conflicts and assess competing demands.
• Exercise independent judgment to optimize executive time and effectiveness.
• Triage and prioritize incoming requests and tasks.
• Collaborate with like positions across campus and externally.
• Maintain and manage the electronic filing system.
• Conduct research and prepare materials for meetings and presentations.
• Draft, edit, and review various documents and correspondence.
• Assist in developing, evaluating, and implementing internal goals, objectives, and policies.
• Manage fiscal, equipment, space, and other office protocols.
• Answer phones, manage mail, and maintain office supplies.
• Greet guests and keep office space tidy.
• Secure IT support when needed.
• Interact with guests.
• Maintain filing systems/records retention.
• Ensure office procedures comply with university policies.
• Keep abreast of changes in policies and procedures and implement necessary changes.
• Interpret and clarify university policies and procedures.
• Manage or oversee projects as assigned.
• Organize groups, committees, and events.
• Perform related duties as assigned.
• Assist other staff in shared office space as needed.

What This Job Offers

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