Executive Assistant I

University of Florida; Gainesville (FL); On-site; USD 85,035,000 - 96,049,000; Full time

Job summary

University of Florida seeks an Executive Assistant I on the UF Health Communications team at the Gainesville campus. The role coordinates senior leaders’ calendars, manages meetings, and serves as a liaison with UF Health departments, university stakeholders and external audiences, ensuring confidentiality and high-quality work.

The position supports divisional operations, prepares materials, tracks time and leave, and assists with onboarding, procurement, and event logistics for a fast-paced

Qualifications

• Bachelor's degree and three years of relevant experience or an equivalent combination of education and experience.
• Bachelor's degree and five to eight years of relevant experience or equivalent preferred.

Responsibilities

• Works closely with other high-level executive assistants across the academic health center and helps to facilitate administrative tasks on behalf of UF Health Communications executive leadership.
• Serves as a liaison with internal UF Health departments/units, university stakeholders and external audiences and ensures work is completed promptly and is of high quality, exercising discretion and confidentiality as necessary.
• Manages calendars and schedules for executive leaders and provides supplemental support to the SVP/Chief Marketing & Communications Officer as needed.
• Coordinates meeting logistics including room reservations or virtual links and ensures necessary infrastructure is in place.
• Coordinates travel logistics, supplies, invoicing, and vendor contracts to support divisional operations.
• Drafts general correspondence, maintains calendars, leaves, and disaster call lists for UF Health Communications staff.
• Supports development of PowerPoint presentations, briefing materials, and awards submissions for leadership.

Skills

PC skills

MS Office

WordPress

Project management

Spelling & grammar

Organization

Education

Bachelor's degree

Job description

Executive Assistant I

Job No: 541641

Work Type: Full Time

Location: Main Campus (Gainesville, FL)

Categories: Office/Administrative/Fiscal Support, Veteran's Preference Eligible

Department: 27010400 - HA-HSC NEWS - COMMUNICATIONS

Job Description

Classification Title: Executive Assistant I

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

Administrative Support

• Works closely with other high-level executive assistants across the academic health center and helps to facilitate administrative tasks on behalf of UF Health Communications executive leadership.
• Serves as a liaison with other internal UF Health departments/units, university stakeholders and external audiences and ensures work is completed promptly and is of high quality, exercising discretion and confidentiality as necessary.
• Actively coordinates all calendars and schedules for assigned executive leaders while providing supplemental support to UF Health's SVP/chief marketing & communications officer as needed.
• Ensures scheduled meetings have appropriate rooms reserved and/or virtual meeting links, with necessary infrastructure in place.
• Coordinates logistics, including collateral material needs, catering and other requirements.
• Facilitates development of agendas and/or materials, and prepares and distributes meeting minutes for priority meetings as needed.
• Collaborates with and provides back-up support for other members of the administrative team to ensure seamless support across the division.

Divisional Operations

• Drafts and disseminates general correspondence to UF Health Communications staff regarding news, important updates, time-sensitive announcements and operational matters.
• Corresponds with individuals internal and external to the organization to support divisional needs.
• Maintains and communicates UF Health Communications daily staff outages and weekly divisional calendar schedules.
• Tracks staff leave, monitors time reporting and reconciles time sheets to facilitate management approvals.
• Updates and maintains divisional organizational charts, contact lists, leave calendars, disaster call lists and staff birthdays.
• Works with the media relations team to develop and distribute media on-call schedules and ensures information is consistently accurate in SPOK to facilitate timely triage of media inquiries.
• Media on-call changes are communicated to UF Health communications leadership.
• Responsible for maintaining, archiving and tracking all patient consent forms executed related to marketing and communications activities to ensure requested information can be easily retrieved and updated as needed.
• Coordinates divisional purchases and facilitates the processing of invoices in a timely manner, including ordering supplies and reconciling UF purchasing card reports.
• Ensures appropriate supply inventories are maintained to support divisional operations.
• Maintains and updates software licenses for staff and coordinates staff access to online tools.
• Maintains and updates asset inventories for computer equipment and video/camera equipment/accessories, and tracks staff assignments.
• Coordinates travel logistics for staff, including gathering estimated travel costs for management approval, making travel arrangements, developing itineraries and assisting with travel reimbursement processing.
• Works with communications executive leaders and the business operations manager to facilitate the renewal of vendor/freelancer contracts.
• Works collaboratively with administrative team members to support onboarding of new staff, including workstation setup, securing badge/building/parking access, orientation to divisional policies and procedures, access to divisional online tools, orienting to the division's project management system and facilitating team workflow integration.
• Works with administrative team members to foster an environment of collaboration to support divisional needs.
• Identifies opportunities to improve administrative processes and operational efficiencies.
• Proactively identifies potential issues, makes recommendations to support resolution and implements changes.
• Identifies opportunities to streamline administrative processes, improve operational efficiency and enhance consistency across divisional operations.
• Escalates issues and recommendations to the business operations manager as appropriate and assists with implementation of approved process improvements.

Project Management Support

• Responsible for coordinating transmittal of UF Health podcast scripts to support production and distribution requirements.
• Updates and publishes key web content on the UF Health Newsroom, including UF Health podcasts (Health in a Heartbeat and Animal Airwaves).
• Serves as a backup for posting news releases, stories, blogs and associated multimedia content.
• Assists Creative Services in fielding inquiries and fulfilling various photo gallery and corporate logo requests.
• Also assists with logistics related to major production shoots, including securing rentals, coordinating catering and handling other needs.
• Gathers, synthesizes and organizes information and assists with development of PowerPoint presentations and briefing materials for communications executive leadership.
• Assists UF Health Communications staff in monitoring and communicating professional organization award entry deadlines, assists with award submissions, processes entry fees and tracks divisional awards received.
• Plans and executes various divisional events, including retreats, new employee welcome receptions, staff farewells and other celebrations.
• Coordinates invitations and event logistics, working collaboratively with other administrative team members to ensure successful execution of events and divisional activities.
• Supports divisional events through participation in event staffing as business needs and schedules permit.

Expected Salary: $29.69 - $33.52/hr

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

Preferred:

• Bachelor's degree and five to eight years of relevant experience or equivalent preferred

Skills:

• Proficiency in the use of personal computers and multifunctional devices (required)
• Proficiency with Microsoft Word, Excel and PowerPoint (required)
• Proficiency in the usage of website content management systems such as WordPress (preferred)
• Strong project management skills
• Superior spelling, punctuation and grammatical skills
• Excellent organizational skills and attention to detail

Abilities:

• Ability to plan, prioritize, organize and coordinate work assignments independently in a fast-paced environment
• Demonstrated ability to manage multiple projects effectively and meet deadlines
• Demonstrated ability to work as part of a team toward organizational objectives
• Demonstrated professionalism in interacting with others at all levels within and outside the organization

Health Assessment Required: No

This position is eligible for Veteran's preference. If you are claiming Veteran's preference, please upload a copy of your DD 214 Member Copy 4 with your application for consideration. See our Veteran's Preference Page for more specific information.

Applications Close: 21 October 2026

Our Commitment:

The University of Florida is an Equal Employment Opportunity Employer.

Hiring is contingent on eligibility to work in the U.S. The University of Florida is a public institution and is subject to all requirements under Florida Sunshine and Public Record laws. If an accommodation due to a disability is needed to apply for this position, please call 352-392- 2477 or the Florida Relay System at 800-955-8771 (TDD) or visit Accessibility at UF.