Executive Assistant II

University of Central Florida • Orlando, FL

18h • $56,030

About The Position

Facilities and Business Operations: The Facilities and Business Operations at UCF is dedicated to fostering a conducive educational environment for our faculty, staff, students, and the broader community. We are committed to excellence, providing unparalleled expertise, and maintaining a world-class standard in service. Please visit us at: https://fs.ucf.edu/ or Facebook and Instagram: UCF Facilities The Opportunity: The Strategic Campus Planning department within Facilities and Business Operations is seeking an Executive Assistant II to join our team! The incumbent for this role will provide high‑level administrative and project support to the Associate Vice President for Strategic Campus Planning, ensuring efficient daily operations and execution of strategic initiatives. They will manage complex tasks, coordinate priorities, and facilitate communication across internal and external stakeholders with professionalism, discretion, and strong organizational skills.

Requirements

• Bachelor's or Master's degree and 4+ years of relevant experience, or an equivalent combination of education and experience or an equivalent combination of education and experience pursuant to Fla. Stat. 112.219(6).
• Position requires a valid Class E driver’s license.
• Applicant must be authorized to work for any U.S. employer, as sponsorship is not available for this position now or in the future.

Nice To Haves

• 4+ years of progressively responsible administrative support experience, with at least 2 years supporting executive-level leadership.
• Experience in real estate, contract administration, or a related field, with familiarity with lease management, document workflows, and the operational demands of a property or facilities-focused environment.
• Extensive experience supporting executives with the ability to manage sensitive information with confidentiality, discretion, and professionalism.
• Prior experience in a customer service-oriented role with the ability to interact professionally and provide courteous responses to inquiries from students, faculty, and partners.
• Expertise in managing complex calendars, coordinating high-level meetings, arranging travel, and recording meeting minutes.
• Proficiency in writing, editing, and proofreading, with experience preparing reports, presentations, and executive correspondence.
• High level of technological proficiency, including expertise with Microsoft Office Suite and the ability to adapt quickly to new systems and platforms.
• Experience partnering with other teams, key stakeholders, and campus partners to address critical needs and resolve complex issues.
• Knowledge of university or large organizational administrative practices, policies, and financial procedure.
• Exceptional organizational skills and attention to detail, with the ability to anticipate needs and proactively manage competing priorities.
• Strong problem solving and critical thinking skills with ability to identify alternative solutions, conclusions, or approaches to problems.
• Ability to work independently and collaboratively within a team environment.
• Skilled at thriving in fast-paced, dynamic environments with shifting priorities.

Responsibilities

• Manage the AVP’s calendar and daily workflow, serving as the primary contact for meetings and appointments. Prioritizes requests, coordinates logistics and materials, anticipates needs, and ensures the AVP is informed of key deadlines and issues.
• Provide executive‑level communication and project support, including drafting, editing, and preparing correspondence, reports, presentations, and board materials. Reviews documents for accuracy, professionalism, and compliance with university policies.
• Support lease and contract administration by uploading documents, entering data, tracking workflows, preparing renewals, and generating reports using systems such as AiM and Cobblestone.
• Assist with preparation of PowerPoint presentations and materials for the UCF Board of Trustees, UCF Foundation Board, and other Direct Support Organizations, and help coordinate related processes and meetings as needed.
• Provide departmental administrative support to leaders within Strategic Campus Planning, including the University Architect, Director of Business Services, Director of Real Estate, and Director of Space Administration.
• Coordinate the AVP’s travel, professional development, and budget activities, including booking travel, preparing itineraries, managing reimbursements, and utilizing a PCard for purchases in alignment with university policies.
• Serve as the professional first point of contact for the department by answering phones, managing email communications, greeting visitors, and appropriately screening and routing sensitive or confidential inquiries.

Benefits

• Benefit packages, including Medical, Dental, Vision, Life Insurance, Flexible Spending, and Employee Assistance Program
• Paid time off, including annual and sick time off and paid holidays
• Retirement savings options
• Employee discounts, including tickets to many Orlando attractions
• Education assistance

What This Job Offers

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