Administrative Assistant I – Operations & Events

University of Florida; Gainesville (FL); On-site; USD 32,000 - 42,000; Full time

Job summary

University of Florida's AIIRI program is seeking an Administrative Assistant I to support daily operations, travel bookings, reimbursements, and manage AIIRI email and inquiries from the website form. The role also covers phone handling, supply inventory, vendor interactions, and calendar maintenance for spaces used for lectures and conferences.

Responsibilities include event coordination, drafting emails and newsletters, guest travel scheduling, and processing reimbursements.

Qualifications

• High school diploma or equivalent and one year of relevant experience or an equivalent combination of education and experience.
• Strong knowledge of MS-Office (Word, Excel, PowerPoint).
• Strong communication skills both written and oral.
• Able to build strong working relationships with others.
• Background check required; veteran’s preference available.

Responsibilities

• Daily operations support: fiscal processing, travel booking, and processing reimbursements.
• Manage AIIRI email and inquiries from website form; handle phone and inquiries.
• Space maintenance, calendar management for lecture rooms and conference rooms.
• Greeting and guiding visitors; assist with event coordination and catering.
• Drafting/editing emails, newsletters, and event advertisements; guest travel scheduling.
• Assist in other special projects as needed by AIIRI Administrative Assistant III or AIIRI Director.

Skills

MS Office

Communication

Calendar management

Travel booking

Visitor greeting

Vendor coordination

Office organization

Education

High school diploma or equivalent

Tools

PeopleSoft

Job description

University of Florida's AIIRI program is seeking an Administrative Assistant I to support daily operations, travel bookings, reimbursements, and manage AIIRI email and inquiries from the website form. The role also covers phone handling, supply inventory, vendor interactions, and calendar maintenance for spaces used for lectures and conferences.

Responsibilities include event coordination, drafting emails and newsletters, guest travel scheduling, and processing reimbursements.