Executive Assistant II

University of Florida•Gainesville, FL

6d•Onsite

About The Position

The Executive Assistant II provides comprehensive administrative support to the Vice President for Business Affairs and the Associate Vice President for Business Affairs. This role involves managing calendars, preparing materials for meetings and presentations, coordinating leadership meetings and special projects, and overseeing daily office operations. The Executive Assistant will also support administrative functions related to purchasing, travel, and office management, including supervising hourly employees and managing building access and security systems. This position requires a high degree of accuracy, professionalism, discretion, organization, and initiative to ensure the smooth and efficient operation of the Vice President's office and support division-wide initiatives.

Requirements

Bachelor's degree and five years of experience or an equivalent combination of education and experience.
Accuracy and Attention to Detail: Ensures precision, consistency, and completeness in all work products.
Professionalism and Discretion: Demonstrates sound judgment, tact, and confidentiality in all interactions.
Organization and Efficiency: Manages multiple priorities and complex workflows effectively.
Communication: Communicates clearly, concisely, and respectfully in both written and verbal form.
Collaboration: Builds strong working relationships and supports a positive, team-oriented environment.
Initiative and Problem-Solving: Anticipates challenges, identifies solutions, and takes ownership to implement improvements.

Nice To Haves

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

Responsibilities

Develop and maintain a comprehensive understanding of the requirements and priorities specific to the Vice President for Business Affairs role.
Provide administrative assistance while anticipating needs and proactively proceeding with minimal distraction and strict confidentiality.
Ensure that all materials necessary for the VP of Business Affairs are prepared and provided in advance.
Coordinate leadership meetings, retreats, and special projects, including preparing materials, managing logistics, and following up with other units to track project progress and keep the Vice President informed.
Prepare presentations, tour packets, and briefing materials for internal and external audiences, including compiling and organizing materials for UF Board of Trustees meetings.
Collaborate with various departments within Business Affairs to coordinate and collect necessary information.
Track follow-up actions and monitor progress on leadership commitments and key initiatives.
Manage calendars for the VP and Associate VP for Business Affairs with efficiency, discretion, and attention to detail, including setting up recurring and ad hoc meetings.
Anticipate scheduling needs, resolve conflicts, and ensure leadership commitments are appropriately prioritized.
Keep the VP informed of direct reports’ schedules, particularly during holidays or extended absences.
Draft correspondence, prepare presentations, and ensure all documents and materials are professionally formatted and ready for distribution.
Support administrative functions related to purchasing supplies and PCard purchases.
Support travel arrangements (including travel authorizations and expense reimbursements) for the Vice President’s office.
Support division-wide initiatives to ensure timelines, deliverables, and communications are achieved.
Organize projects or lead defined components of larger efforts (e.g., UFCC) as directed by the VP.
Monitor progress on division and departmental projects, ensuring deadlines are met and all details are effectively managed or tracked.
Gather, compile, and present data for executive review.
Create and maintain reports, data, dashboards and any applicable information.
Develop and implement engagement and recognition initiatives, such as staff spotlights, team-building events, and division gatherings.
Support internal communications, including meeting summaries and follow-up messaging to maintain awareness and alignment.
Oversee daily office operations, including supply management, shared workspace coordination, and administrative workflows.
Supervise hourly employees and/or student assistants and ensuring consistent front-office coverage.
Serve as the front office support staff member if office coverage is needed.
Streamline workflows to increase efficiency and free up leadership time for strategic priorities.
Serve as the primary point of contact for resolving operational issues and leading process improvement initiatives.
In coordination with the Executive Assistant for Construction, Facilities and Real Estate, manage building access and security through the Lenel system and work with Facilities to address maintenance requests or other issues within the office suite.
Serve as the back-up Building Emergency Coordinator for Business Affairs for Tigert Hall.
Act as Department Contact for Asset Management, Facilities Services and Space Certification for the Vice President’s Office.
Ensure assets are properly tagged and the annual certifications for assets and space are completed prior to the deadline.
Perform other duties as assigned by the Vice President or designee.