Executive Administrative Specialist

University of South Florida; Sarasota (FL); On-site; USD 35,000 - 55,000; Full time

Job summary

An established industry player is looking for an experienced administrative support professional to assist the Associate Vice President in a dynamic office environment. This role is crucial in managing schedules, facilitating communication, and ensuring smooth operations within the Advancement office. The ideal candidate will thrive in a collaborative atmosphere, engaging with a diverse range of stakeholders, including donors and prospects. With a commitment to fostering employee development and providing comprehensive benefits, this position offers a unique opportunity to contribute to a high-impact educational institution dedicated to student success.

Benefits

Medical Insurance

Dental Insurance

Life Insurance

Retirement Options

Tuition Programs

Generous Leave Policies

Qualifications

• 6+ years of experience in administrative support or office management.
• Ability to maintain confidentiality and manage sensitive information.

Responsibilities

• Manage the AVP's calendar and schedule meetings.
• Coordinate meeting logistics and take minutes during meetings.
• Maintain databases for donors and prospects.

Skills

Administrative Support

Communication Skills

Data Management

Time Management

Education

High School Diploma

Post-secondary Education

Job description

Job Description

This position requires a high school diploma or equivalent, with at least six years of experience in an office or administrative support position. Post-secondary education may be substituted on a year-for-year basis for up to a maximum of 2 years of experience.

The University of South Florida (USF) is a high-impact global research university dedicated to student success. Over the past 10 years, no other public university in the country has risen faster in U.S. News and World Report's national university rankings than USF. Serving more than 50,000 students on campuses in Tampa, St. Petersburg, and Sarasota-Manatee, USF is designated as a Preeminent State Research University by the Florida Board of Governors, placing it in the most elite category among the state's 12 public universities. USF is a member of the American Athletic Conference.

Working at USF

With more than 16,000 employees, USF is one of the largest employers in the Tampa Bay region. USF offers opportunities to excel in a rich academic environment that fosters development and career advancement. We are committed to creating a talented, engaged, and driven workforce through ongoing development and career opportunities. Our benefits include medical, dental, and life insurance plans, retirement options, tuition programs, and generous leave policies.

Position Overview

This role provides administrative support for the Associate Vice President and the Advancement office, ensuring confidentiality of sensitive information. Responsibilities include managing the AVP's calendar, scheduling meetings, coordinating and disseminating meeting documents, and acting as the primary contact for the office. The role involves greeting donors and prospects, managing communication flow, and serving as a liaison with other USFSM offices and campuses within the USF system.

Key Responsibilities

1. Manage scheduling of meetings internally and externally, including coordinating meeting details such as space, technology, travel, and catering.
2. Take minutes during meetings and distribute them appropriately.
3. Follow up with necessary documents and information to donors and prospects as directed.
4. Maintain databases for donors, prospects, volunteers, alumni, and events, including data entry, updates, and report generation.
5. Provide foundation reports as requested.
6. Perform other duties as assigned.