Executive Assistant II

University of Florida•Gainesville, FL

9d•$70,000 - $82,000

About The Position

The Executive Assistant II provides confidential, proactive administrative and operational support to the Vice President for Business Affairs and Associate Vice President for Business Affairs. The role coordinates leadership meetings, retreats, and special projects; prepares presentations, tour packets, and briefing materials, including materials for UF Board of Trustees meetings; manages leadership calendars and follow-up actions; drafts correspondence; and supports purchasing, PCard purchases, travel authorizations, and expense reimbursements. The position supports division-wide initiatives and projects by tracking timelines, deliverables, deadlines, and communications; gathering and presenting data; and creating and maintaining reports and dashboards. It also develops engagement and recognition activities and supports internal communications. The role oversees daily office operations, supply management, shared workspaces, administrative workflows, and front-office coverage. It supervises hourly employees and/or student assistants, addresses operational issues, and leads process improvements. In coordination with the Executive Assistant for Construction, Facilities and Real Estate, it manages building access and security through the Lenel system and works with Facilities on maintenance and other office-suite issues. The position also serves as the back-up Building Emergency Coordinator for Business Affairs at Tigert Hall and as the department contact for asset management, Facilities Services, and space certification for the Vice President’s Office.

Requirements

Bachelor’s degree and five years of experience, or an equivalent combination of education and experience.
Demonstrated accuracy and attention to detail, including precision, consistency, and completeness in work products.
Professionalism, sound judgment, tact, and confidentiality.
Ability to manage multiple priorities and complex workflows effectively.
Clear, concise, and respectful written and verbal communication skills.
Ability to build strong working relationships and contribute to a positive, team-oriented environment.
Initiative and problem-solving skills, including anticipating challenges, identifying solutions, and implementing improvements.

Nice To Haves

Experience supporting senior leaders or multiple departments in a large, matrixed organization.
Strong data management and reporting skills, including experience creating dashboards or tracking project deliverables.
Proven success in event coordination, staff engagement, or internal communications.
Superior proficiency in Microsoft Office Suite, including Excel, Word, PowerPoint, and Outlook, with advanced capability in data organization and presentation development.

Responsibilities

Provide confidential, proactive administrative support to the Vice President for Business Affairs, anticipating needs and preparing required materials in advance.
Coordinate leadership meetings, retreats, and special projects, including preparing materials, managing logistics, and following up with other units on project progress.
Prepare presentations, tour packets, and briefing materials for internal and external audiences, including materials for UF Board of Trustees meetings.
Coordinate with Business Affairs departments to collect necessary information and track follow-up actions and leadership commitments.
Manage calendars for the Vice President and Associate Vice President, schedule meetings, resolve conflicts, prioritize commitments, and keep the Vice President informed of direct reports’ schedules.
Draft correspondence and prepare, format, and distribute documents and materials.
Support supply purchasing, PCard purchases, travel arrangements, travel authorizations, and expense reimbursements for the Vice President’s office.
Support division-wide initiatives and projects by tracking timelines, deliverables, communications, deadlines, and project details; organize projects or lead assigned components as directed by the Vice President.
Gather, compile, and present data for executive review; create and maintain reports, data, and dashboards.
Develop and implement staff engagement and recognition initiatives, including staff spotlights, team-building events, and division gatherings.
Support internal communications, including meeting summaries and follow-up messaging.
Oversee daily office operations, supplies, shared workspace coordination, and administrative workflows; supervise hourly employees and/or student assistants and ensure front-office coverage.
Provide front-office support when coverage is needed and streamline workflows to improve efficiency.
Resolve operational issues and lead process improvement initiatives.
Coordinate with the Executive Assistant for Construction, Facilities and Real Estate to manage building access and security through the Lenel system, and work with Facilities on maintenance and other office-suite issues.
Serve as the back-up Building Emergency Coordinator for Business Affairs at Tigert Hall.
Serve as the department contact for Asset Management, Facilities Services, and Space Certification for the Vice President’s Office, ensuring assets are tagged and annual asset and space certifications are completed by the deadline.
Perform other duties as assigned by the Vice President or designee.