Executive Administrative Specialist - Calendar & Events

University of Florida; Gainesville (FL); On-site; USD 46,000 - 50,000; Full time

Job summary

University of Florida is seeking an Administrative Specialist I to manage the Vice President for Research’s calendar, coordinate meetings, and prepare materials for scheduled events. The role provides front desk coverage and critical support to the Executive Affairs Lead with a strong emphasis on professional interaction with internal and external stakeholders.

The position requires a Bachelor's degree or equivalent experience, a valid driver’s license, and proficiency in Microsoft Office.

Qualifications

• Bachelor’s degree or equivalent combination of education and experience.
• Valid driver's license.
• Experience supporting an executive or senior leader is preferred.
• Proficient with Microsoft Office (Outlook, Word, Excel).

Responsibilities

• Manage the Vice President for Research’s calendar and scheduling priorities.
• Provide administrative and event support for the Executive Affairs Lead.
• Staff front desk and phone coverage for the Office of the Vice President for Research.
• Coordinate keys distribution and tracking.
• Provide backup coverage during absences and peak periods.
• Operate standard office equipment.
• Complete tasks independently and on time.
• Maintain confidentiality and professionalism.

Skills

Calendar management

Executive support

Organizational skills

Communication skills

Professionalism

Customer service

Multitasking

Confidentiality

Education

Bachelor's degree

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Job description

University of Florida is seeking an Administrative Specialist I to manage the Vice President for Research’s calendar, coordinate meetings, and prepare materials for scheduled events. The role provides front desk coverage and critical support to the Executive Affairs Lead with a strong emphasis on professional interaction with internal and external stakeholders.

The position requires a Bachelor's degree or equivalent experience, a valid driver’s license, and proficiency in Microsoft Office.