Strategic Executive Assistant to the Dean

University of Florida; Gainesville (FL); On-site; USD 70,000 - 95,000; Full time

Job summary

The University of Florida College of Medicine seeks an experienced Executive Assistant to support the Dean. This role manages a complex calendar, drafts executive communications, coordinates meetings, and handles travel logistics in a fast-paced environment.

The successful candidate will be highly organized, discreet, and professional, with strong written and verbal communication and the ability to interact with senior leaders, faculty, donors, and UF Health stakeholders.

Qualifications

• Bachelor's degree and five years of relevant experience, or an equivalent combination of education and experience.
• Experience providing high-level executive support to a dean, senior academic leader, or health system executive is preferred.
• Exceptional written and verbal communication skills, including drafting executive correspondence, presentations, summaries, and briefing materials.

Responsibilities

• Proactively manage the Dean's complex calendar, prioritizing requests, resolving conflicts, and anticipating upcoming commitments, deadlines, preparation needs, and travel.
• Coordinate meetings and engagements with executive leaders, department chairs, faculty, staff, students, donors, alumni, and UF Health leadership.
• Draft executive correspondence and letters and prepare presentations, briefing materials, executive summaries, and reports.
• Conduct research to prepare the Dean for meetings, donor engagements, legislative visits, and executive events.
• Coordinate agendas and materials for key Dean-led meetings and track commitments and follow-up.
• Serve as a primary administrative point of contact for the Dean and route matters as needed.
• Work with Chief of Staff to coordinate executive communications and priorities.
• Manage travel, transportation, and logistical arrangements, including occasional travel.
• Maintain executive records and coordinate purchasing, reimbursements, and other transactions.
• Handle confidential information with discretion.
• Identify opportunities to improve administrative processes.

Skills

Executive support

Calendar management

Communication skills

Discretion

Education

Bachelor's degree

Tools

Microsoft Office

PowerPoint

Excel

Outlook

Teams

Job description

The University of Florida College of Medicine seeks an experienced Executive Assistant to support the Dean. This role manages a complex calendar, drafts executive communications, coordinates meetings, and handles travel logistics in a fast-paced environment.

The successful candidate will be highly organized, discreet, and professional, with strong written and verbal communication and the ability to interact with senior leaders, faculty, donors, and UF Health stakeholders.