Executive Assistant II

University of Florida; Gainesville (FL); On-site; USD 70,000 - 82,000; Full time

Job summary

University of Florida is seeking an experienced executive assistant to support the Vice President for Business Affairs on the Main Campus in Gainesville. The role coordinates calendars, meetings, travel, and confidential correspondence while managing office operations and divisional projects.

You will prepare briefing materials, dashboards, and reports for senior leadership and UF Board of Trustees engagements.

Qualifications

• Five+ years of relevant administrative support experience.
• Bachelor's degree required or equivalent.
• Strong data management and reporting skills.

Responsibilities

• Provide administrative support to the VP for Business Affairs with confidentiality and initiative.
• Coordinate leadership meetings, retreats, and special projects, including preparing materials and tracking progress.
• Prepare materials for UF Board of Trustees meetings and executive audiences.
• Manage calendars for the VP and Associate VP, including travel arrangements and logistics.
• Oversee office operations, purchasing, and front-office coverage; improve workflows.
• Develop dashboards and reports for executive review and decision-making.

Skills

Data management

Reporting

Dashboard creation

Executive coordination

Calendar management

Communications

Education

Bachelor's degree

Tools

MS Office

Job description

Job no: 541253
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Office/Administrative/Fiscal Support
Department: 61010000 - VPBA-VP

Classification Title

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

Job Description

Leadership Support

Develop and maintain a comprehensive understanding of the requirements and priorities specific to the Vice President for Business Affairs role. Provide administrative assistance while anticipating needs and proactively proceeding with minimal distraction and strict confidentiality. Take the initiative to ensure that all materials necessary for the VP of Business Affairs are prepared and provided in advance. Coordinate leadership meetings, retreats, and special projects, including preparing materials, managing logistics, and following up with other units to track project progress and keep the Vice President informed.

Prepare presentations, tour packets, and briefing materials for internal and external audiences, including compiling and organizing materials for UF Board of Trustees meetings. Collaborates with various departments within Business Affairs to coordinate and collect necessary information. Tracks follow-up actions and monitors progress on leadership commitments and key initiatives.

Manage calendars for the VP and Associate VP for Business Affairs with efficiency, discretion, and attention to detail. This will include setting up recurring and ad hoc meetings with parties throughout and outside of UF. Anticipates scheduling needs, resolves conflicts, and ensures leadership commitments are appropriately prioritized. Keeps the VP informed of direct reports’ schedules, particularly during holidays or extended absences. Drafts correspondence, prepares presentations, and ensures all documents and materials are professionally formatted and ready for distribution.

Support administrative functions related to purchasing supplies and PCard purchases. Support travel arrangements (including travel authorizations and expense reimbursements) for the Vice President’s office.

Project and Operational Support

Supports division-wide initiatives to ensure timelines, deliverables, and communications are achieved. Organizes projects or leads defined components of larger efforts (e.g., UFCC) as directed by the VP. Monitors progress on division and departmental projects, ensuring deadlines are met and all details are effectively managed or tracked.

Gather, compile, and present data for executive review. Create and maintain reports, data, dashboards and any applicable information

Develops and implements engagement and recognition initiatives, such as staff spotlights, team-building events, and division gatherings.

Supports internal communications, including meeting summaries and follow-up messaging to maintain awareness and alignment.

Office Management, Coordination, and Building Support

Oversees daily office operations, including supply management, shared workspace coordination, and administrative workflows. Supervises hourly employees and/or student assistants and ensuring consistent front-office coverage. Serves as the front office support staff member if office coverage is needed. Streamline workflows to increase efficiency and free up leadership time for strategic priorities.

Serves as the primary point of contact for resolving operational issues and leading process improvement initiatives. In coordination with the Executive Assistant for Construction, Facilities and Real Estate, manages building access and security through the Lenel system and works with Facilities to address maintenance requests or other issues within the office suite.

General Administrative Duties

Serves as the back-up Building Emergency Coordinator for Business Affairs for Tigert Hall.

Department Contact for Asset Management, Facilities Services and Space Certification for the Vice President’s Office. Will be responsible for ensuring assets are properly tagged and the annual certifications for assets and space are completed prior to the deadline.

Marginal Functions

performs other duties as assigned by the Vice President or designee.

Accuracy and Attention to Detail

Ensures precision, consistency, and completeness in all work products.

Professionalism and Discretion

Demonstrates sound judgment, tact, and confidentiality in all interactions.

Organization and Efficiency

Manages multiple priorities and complex workflows effectively.

Communication

Communicates clearly, concisely, and respectfully in both written and verbal form.

Collaboration

Builds strong working relationships and supports a positive, team-oriented environment.

Initiative and Problem-Solving

Anticipates challenges, identifies solutions, and takes ownership to implement improvements.

Work hours: Monday - Friday 8am - 5:00pm

Expected started salary $70,000 - $82,000 yearly based on experience.

Required Qualifications

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

Preferred

Experience supporting senior leaders or multiple departments in a large, matrixed organization.

Strong data management and reporting skills; experience creating dashboards or tracking project deliverables.

Proven success in event coordination, staff engagement, or internal communications.

Superior proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, and Outlook with advanced capability in data organization and presentation development.

Health Assessment Required

No

Advertised: 22 Oct 2026 Eastern Daylight Time
Applications close: 05 Nov 2026 Eastern Standard Time

The University of Florida is an Equal Employment Opportunity Employer.