Job Details
Executive Assistant I
Job No: 541203
Work Type: Full Time
Location: Main Campus (Gainesville, FL)
Categories: Communications/Public Relations/Marketing, Office/Administrative/Fiscal Support, Veteran's Preference Eligible
Department: 57301000 - HS-HAMILTON SCHOOL ADMIN
Job Description
Classification Title: Executive Assistant I
Classification Minimum Requirements: Bachelor's degree and three years of relevant experience or an equivalent combination of education and experience.
Calendar and Priority Management
- Manage and maintain the Director's calendar, including scheduling meetings with faculty, staff, and UF administrative offices.
- Help prioritize requests and ensure alignment of the Director's time with key priorities.
- Anticipate scheduling conflicts and proactively propose solutions.
Meeting Coordination and Follow-Through
- Coordinate meetings, including scheduling, agendas, and materials.
- When requested, attend meetings with the Director and keep notes.
- Prepare brief background information for meetings as needed.
- Track action items and follow up to ensure completion.
Communication Support
- Draft routine correspondence on behalf of the Director.
- Route requests and inquiries to appropriate individuals or offices.
- Monitor and help manage incoming requests to ensure timely responses.
- Manage sensitive information related to the Director's office.
Visitor and Event Coordination
- When requested, support planning and execution of small to mid-scale events involving the Director.
- Ensure the Director's participation in events runs smoothly.
Project Tracking
- Assist in tracking key initiatives and priorities for the Director.
- Maintain simple systems to monitor progress and flag items needing attention.
- Support preparation of materials related to strategic initiatives.
- When requested, gather data, conduct research, and prepare materials to assist the Director's decision-making during meetings or discussions.
Expected Salary: $31.13 - $33.52 /hr
Required Qualifications: Bachelor's degree and three years of relevant experience or an equivalent combination of education and experience.
Preferred
- 3+ years of administrative or executive support experience.
- Proficiency in Microsoft Office Suite (especially Outlook, Excel, and PowerPoint).
- Experience managing complex calendars, coordinating meetings, and handling travel arrangements.
- Strong written and verbal communication skills, with experience drafting professional correspondence.
- Demonstrated ability to handle confidential information with discretion and professionalism.
- Experience preparing reports, presentations, or briefing materials.
- Strong organizational skills with the ability to prioritize tasks and manage multiple deadlines.
- Customer service mindset with the ability to interact effectively with internal and external stakeholders.
Special Instructions to Applicants:
In order to be considered, you must upload your cover letter, resume, and three references.
Application must be submitted by 11:55 p.m. (ET) of the posting end date.
This position is eligible for Veteran's preference. If you are claiming Veteran's preference, please upload a copy of your DD 214 Member Copy 4 with your application for consideration. See our Veteran's Preference Page for more specific information.
Health Assessment Required: No
Applications Close: 15 September 2026
To apply, visit https://explore.jobs.ufl.edu/en-us/job/541203
Our Commitment: The University of Florida is an Equal Employment Opportunity Employer.
Hiring is contingent on eligibility to work in the U.S. The University of Florida is a public institution and is subject to all requirements under Florida Sunshine and Public Record laws. If an accommodation due to a disability is needed to apply for this position, please call 352-392-2477 or the Florida Relay System at 800-955-8771 (TDD) or visit Accessibility at UF.
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