Executive Calendar & Office Administrator

University of Florida; Gainesville (FL); Hybrid; USD 36,000 - 48,000; Full time

Job summary

The University of Florida is seeking an Administrative Specialist I to manage the Vice President for Research's calendar, coordinate meetings, and prepare materials to support high-level scheduling priorities. The role provides front desk coverage, assists with events, greets visitors, handles keys tracking, and offers backup support to the office.

Strong organizational and communication skills are essential.

Qualifications

• Bachelor's degree or equivalent.
• Experience with calendar management and executive support preferred.
• Strong written and verbal communication skills.

Responsibilities

• Manage the Vice President for Research’s calendar and coordinate meetings.
• Prepare and organize meeting materials to support scheduling priorities.
• Provide front desk coverage and greet visitors; direct inquiries to the appropriate office.
• Assist with event support, including nametags, catering, AV setup, and flow of attendees.
• Maintain key distribution records and track return of keys; drive state vehicle as needed.
• Provide backup support to other assistants and perform general office duties to ensure continuity.
• Operate standard office equipment and adapt to evolving office needs.

Skills

Calendar management

Executive support

Event coordination

Education

Bachelor’s degree or equivalent

Tools

Microsoft Outlook

Microsoft Word

Excel

Job description

The University of Florida is seeking an Administrative Specialist I to manage the Vice President for Research's calendar, coordinate meetings, and prepare materials to support high-level scheduling priorities. The role provides front desk coverage, assists with events, greets visitors, handles keys tracking, and offers backup support to the office.

Strong organizational and communication skills are essential.