Executive Assistant — Calendar, Meetings & Projects

University Of Florida; Gainesville (FL); Hybrid; USD 43,000 - 46,000; Full time

Job summary

University of Florida on the Main Campus in Gainesville seeks an experienced administrative professional to support the Director with calendar management, meeting coordination, and communication tasks.

This role emphasizes handling sensitive information, prioritizing tasks, arranging travel, and preparing briefing materials for strategic discussions.

Applicants should have a bachelor's degree and at least three years of relevant experience, with strong Microsoft Office skills.

Qualifications

• Bachelor's degree with 3+ years of relevant experience or equivalent.
• Strong calendar management and meeting coordination skills.
• Proven ability to handle confidential information discreetly.
• Excellent written and verbal communication abilities.

Responsibilities

• Manage and maintain the Director's calendar, including scheduling meetings with faculty, staff, and UF administrative offices.
• Coordinate meetings, including scheduling, agendas, and materials; attend meetings and take notes when requested.
• Draft routine correspondence on behalf of the Director and route inquiries appropriately.
• Track action items and follow up to ensure completion.
• Support planning and execution of small to mid-scale events involving the Director.
• Assist in tracking key initiatives and preparing materials for strategic discussions.

Skills

Calendar management

Written communication

Discretion and confidentiality

Multi-tasking

Stakeholder coordination

Education

Bachelor's degree

Tools

Microsoft Office (Outlook, Excel, PowerPoint)

Job description

University of Florida on the Main Campus in Gainesville seeks an experienced administrative professional to support the Director with calendar management, meeting coordination, and communication tasks.

This role emphasizes handling sensitive information, prioritizing tasks, arranging travel, and preparing briefing materials for strategic discussions.

Applicants should have a bachelor's degree and at least three years of relevant experience, with strong Microsoft Office skills.