Executive Assistant II

University of Central Florida•Orlando, FL

2d•Onsite

About The Position

The University of Central Florida (UCF) College of Nursing (CON) is seeking a highly organized and professional Executive Assistant II to support the Dean of the College of Nursing. This position provides high-level executive, administrative, and project support to the Dean and serves as a key resource to senior leadership within the college. The Executive Assistant II manages a wide range of responsibilities, ensuring efficient daily operations, coordination of strategic initiatives, and effective communication across internal and external stakeholders. Utilizing sound judgment, discretion, and a proactive approach, this role handles complex priorities, supports governance and faculty affairs activities, coordinates special projects, and serves as a trusted liaison while maintaining the highest level of professionalism and confidentiality.

Requirements

Bachelor's or Master's degree and 4+ years of relevant experience, or an equivalent combination of education and experience pursuant to Fla. Stat. 112.219(6).
Four (4) or more years of Executive Assistant experience supporting senior executives, academic leaders, healthcare executives, or other high-level stakeholders.
Education or professional experience in Nursing, Healthcare Administration, Public Health, Higher Education, or a related field.
Demonstrated experience managing complex executive calendars, coordinating domestic and international travel, and preparing reports, presentations, correspondence, and other executive-level materials.
Experience coordinating events, meetings, special projects, and initiatives from planning through successful execution.
Proven ability to build collaborative relationships and effectively liaise with internal and external stakeholders, including faculty, staff, students, healthcare partners, donors, and community leaders.
Demonstrated ability to manage multiple priorities and competing deadlines in a fast-paced environment.
Experience handling highly confidential and sensitive information with discretion and professionalism.

Nice To Haves

Exceptional organizational, project management, and execution skills with strong attention to detail.
Excellent written, verbal, and interpersonal communication skills.
Professional presence and the ability to interact confidently and effectively with senior leadership, external partners, donors, and community stakeholders.
Strong analytical, critical thinking, and problem-solving abilities.
High level of professionalism, sound judgment, diplomacy, and discretion.
Self-motivated, resourceful, and proactive, with the ability to anticipate needs and independently drive initiatives to completion.
Ability to remain adaptable and composed while managing multiple priorities in a dynamic environment.

Responsibilities

Oversees the daily operations of the Dean’s Office, ensuring efficient workflow and effective management of administrative functions.
Serves as a strategic partner to the Dean by monitoring priorities, tracking initiatives, and ensuring timely follow-up on critical issues, projects, and commitments.
Anticipates needs, identifies potential scheduling or operational conflicts, and proactively recommends solutions.
Provides comprehensive executive-level administrative support, including managing the Dean’s calendar, correspondence, appointments, and document preparation, distribution, and management.
Responds to emails, inquiries, and appointment requests on behalf of the Dean as appropriate.
Maintains an annual calendar of required processes, reports, deadlines, and institutional activities to ensure proactive completion of college and university obligations.
Organizes and maintains information related to sensitive and confidential projects while exercising the highest level of discretion and confidentiality.
Captures key information, decisions, and action items from meetings and collaborates with the Dean to ensure timely completion of follow-up activities.
Provides administrative support and serves as a resource to the Dean and senior leadership team as needed.
Drafts, edits, and coordinates executive correspondence, reports, presentations, speeches, and official communications on behalf of the Dean.
Ensures consistent, professional, and timely communication with internal and external stakeholders.
Serves as a primary point of contact for faculty, staff, students, university leadership, healthcare partners, advisory board members, donors, alumni, and community stakeholders.
Acts as a liaison between university, college, and administrative departments, industry partners, healthcare organizations, and external constituents as directed by the Dean.
Collaborates with Marketing and Communications, Development, and other departments on formal and informal communications for faculty, staff, students, and external audiences.
Represents the Dean’s Office in interactions requiring professionalism, sound judgment, diplomacy, and discretion.
Supports activities related to the Faculty Association, Leadership Council, and other governance groups, including scheduling meetings, preparing materials, and recording and distributing meeting minutes.
Coordinates activities for standing committees and ad hoc committees, including TIP, RIA, Sabbatical, CPE, and other faculty committees.
Develops and maintains annual and semester-based committee schedules to ensure timely planning and execution of governance activities.
Coordinates and oversees faculty and staff elections, surveys, and related communications.
Attends meetings and training sessions sponsored by Faculty Excellence and other university departments as appropriate.
Coordinates activities and communications among the Dean’s senior leadership team and monitors action items resulting from leadership meetings and strategic planning initiatives.
Coordinates data collection, reporting, and submissions required for institutional policies, accreditation standards, and university reporting requirements.
Supports administrative processes related to nursing accreditation, regulatory reporting, faculty affairs, and professional standards.
Ensures compliance with reporting and audit standards from Academic Affairs, Faculty Excellence, accrediting agencies, regulatory bodies, and other university departments.
Maintains confidential records related to faculty evaluations, Promotion and Tenure, awards, recognition programs, and faculty development initiatives.
Maintains awareness of key academic, accreditation, and regulatory deadlines affecting the college.
Coordinates documentation and communications related to accreditation reviews, audits, and external reporting activities as assigned.
Maintains and organizes college-wide records on shared drives, Teams sites, and other record management systems.
Maintains committee records, policies, procedures, meeting minutes, and other official college documentation.
Collects, archives, and ensures completeness of standing committee minutes and governance records for each academic year.
Establishes and maintains efficient filing and records management systems while ensuring compliance with university record retention requirements.
Coordinates and supports special projects, strategic initiatives, and college-wide efforts as assigned by the Dean.
Assists with the development, implementation, and continuous improvement of policies, procedures, and operational processes for the Dean’s Office.
Coordinates institutional effectiveness surveys, assessment activities, and related reporting efforts.
Tracks progress on strategic initiatives and assists with monitoring project timelines, deliverables, and outcomes.
Coordinates domestic and international travel arrangements, conference registrations, reservations, and meeting logistics for the Dean and approved guests.
Verifies and processes travel reimbursements and related documentation.
Performs Expense Card reconciliation and ensures compliance with university fiscal policies and procedures.
Coordinates purchases and procurement activities for the Dean’s Office, including supplies, events, and operational needs.
Arranges food, beverages, facilities, and logistical support for meetings, retreats, and special events hosted by the Dean.
Assists with preparation of nursing college reports, presentations, briefing materials, and executive summaries.
Coordinates communications, meeting logistics, agendas, materials, and minutes for the College of Nursing Clinical Advisory Board.
Coordinates meetings and communications for regional campus Clinical Advisory Boards in partnership with regional campus staff.
Ensures advisory board records, meeting minutes, and related documentation are properly maintained and archived.
Supports communications and documentation involving clinical partners, healthcare organizations, and community stakeholders.
Collaborates with the Events Manager and other departments to coordinate events, meetings, recognition programs, ceremonies, and special initiatives sponsored by the Dean’s Office.
Coordinates event logistics, including facilities, catering, parking, materials, promotional items, guest accommodations, and event communications.
Welcomes and assists guests, dignitaries, donors, advisory board members, and visitors on behalf of the Dean and senior leadership.
Supports special events and initiatives, including Dean’s Advisory Board gatherings, faculty and staff recognition events, and other college functions.
Manages the college’s FACN listserv and other communication distribution channels.
Coordinates dissemination of Dean’s List letters and other official notifications.
Supports scheduling and logistical needs for college-wide meetings and initiatives.
Provides administrative assistance to senior leaders within the college as assigned.
Performs other duties and special projects as assigned in support of the mission and priorities of the College of Nursing.