Executive Assistant | Facilities Development | Day | Full-Time

UF Health; Gainesville (FL); On-site; USD 42,000 - 56,000; Full time

Job summary

UF Health in Gainesville, FL is seeking an experienced administrative professional to provide high-level support to the Vice President Facility Management & Safety Ops and the facilities leadership team. The role requires handling sensitive information, coordinating complex calendars, and preparing meetings with professionalism.

Ideal candidates will bring strong organizational and communication skills, proficiency with Word, Excel, Access, Teams/Zoom, and OneDrive, and the ability to work

Qualifications

• High school diploma or equivalent required.
• Five (5) years of progressively responsible admin experience.
• Experience with word processing, spreadsheets, TEAMS/Zoom and OneDrive.
• Strong written and verbal communication skills.
• Ability to exercise independent judgment and discretion.
• Associate's degree may substitute for experience.

Responsibilities

• Provide administrative support to senior facilities leadership.
• Coordinate and manage complex schedules and meetings.
• Prepare and distribute meeting agendas and minutes.
• Oversee administrative assignments across multiple topics.
• Act as liaison between internal departments and facilities division.
• Maintain confidential information with discretion.
• Handle office organization, file management and communications.

Skills

Communication

Organizational skills

Independent judgment

Analytical skills

Clerical skills

Education

High school diploma or equivalent

Associate's degree may substitute for experience

Tools

Excel

Access

Microsoft Teams

Zoom

OneDrive

Job description

Overview

Location: UF Health Shands

1600 SW Archer Road Gainesville, Florida 32610 United States

Schedule: Monday-Friday | 8:00 AM TO 4:30 PM

Employment Type: Full-Time

Join UF Health and be part of a team committed to exceptional patient care, innovation, and community impact. We are currently seeking a passionate individual who is eager to make a difference in a dynamic healthcare environment.

Provides high-level administrative support to the Vice President Facility Management & Safety Ops, AVP Facilities, PDC, AVP Facilities Ops and other Facilities division Directors. The ideal candidate will bring strong organizational, analytical, technical, clerical, and communication skills, as well as the ability to work independently and professionally in a dynamic healthcare environment. This role will manage a variety of tasks, exercise independent judgment, and engage with a wide range of internal and external staff.

Responsibilities

• Provide administrative support to the Vice President Facility Management & Safety Ops and the Facilities division management team.
• Coordinate and manage complex schedules and meetings.
• Prepare and distribute meeting agendas and minutes.
• Oversee administrative assignments that vary in subject matter and degree of difficulty.
• Act as liaison between internal departments and Facilities division.
• Act as liaison between external organization staff and Facilities division as directed by VP and Facilities division leaders.
• Use independent judgment to prioritize tasks, implement administrative activities, and solve problems efficiently.
• Manage sensitive and confidential information with the utmost discretion and professionalism across varied lines of business.
• Handle administrative tasks such as facilities staff event organization, office organization, file management and communications.

Qualifications

Minimum Education and Experience Requirements:

• High school diploma or equivalent required.
• A minimum of five (5) years of progressively responsible experience in advanced secretarial and administrative roles, with the ability to manage independent projects and tasks.
• Experience using personal computer applications such as word processing, spreadsheets (Excel, Access, etc.) TEAMS/Zoom and OneDrive.
• Strong written and verbal communication skills.
• Ability to exercise independent judgment and discretion in all aspects of administrative support.
• Associate's degree may be substituted for experience.
• Ability to handle confidential and sensitive matters with professionalism.
• No specific motor vehicle operator designation is required.