Executive Assistant I

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

Job no: 541203
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Communications/Public Relations/Marketing, Office/Administrative/Fiscal Support, Veteran's Preference Eligible
Department: 57301000 - HS-HAMILTON SCHOOL ADMIN

Classification Title:

Bachelor's degree and three years of relevant experience or an equivalent combination of education and experience.

Job Description:

Calendar and Priority Management

• Manage and maintain the Director's calendar, including scheduling meetings with faculty, staff, and UF administrative offices.


• Help prioritize requests and ensure alignment of the Director's time with key priorities.


• Anticipate scheduling conflicts and proactively propose solutions.

Meeting Coordination and Follow-Through

• Coordinate meetings, including scheduling, agendas, and materials.


• When requested, attend meetings with the Director and keep notes.


• Prepare brief background information for meetings as needed.


• Track action items and follow up to ensure completion.

Communication Support

• Draft routine correspondence on behalf of the Director.


• Route requests and inquiries to appropriate individuals or offices.


• Monitor and help manage incoming requests to ensure timely responses.


• Manage sensitive information related to the Director's office.

Visitor and Event Coordination

• When requested, support planning and execution of small to mid-scale events involving the Director.


• Ensure the Director's participation in events runs smoothly.

Project Tracking

• Assist in tracking key initiatives and priorities for the Director.


• Maintain simple systems to monitor progress and flag items needing attention.


• Support preparation of materials related to strategic initiatives.


• When requested, gather data, conduct research, and prepare materials to assist the Director's decision-making during meetings or discussions.

$31.13 - $33.52 /hr

Required Qualifications:

Bachelor's degree and three years of relevant experience or an equivalent combination of education and experience.

Preferred

• 3+ years of administrative or executive support experience.


• Proficiency in Microsoft Office Suite (especially Outlook, Excel, and PowerPoint).


• Experience managing complex calendars, coordinating meetings, and handling travel arrangements.


• Strong written and verbal communication skills, with experience drafting professional correspondence.


• Demonstrated ability to handle confidential information with discretion and professionalism.


• Experience preparing reports, presentations, or briefing materials.


• Strong organizational skills with the ability to prioritize tasks and manage multiple deadlines.


• Customer service mindset with the ability to interact effectively with internal and external stakeholders.

Health Assessment Required:

Health Assessment Required: No

Advertised: 01 Sep 2026 Eastern Daylight Time
Applications close: 15 Sep 2026 Eastern Daylight Time

• Communications/Public Relations/Marketing 1

The University of Florida is an Equal Employment Opportunity Employer.

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