Executive Assistant

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:  - HS-HAMILTON SCHOOL ADMIN

Classification

Title:

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

• 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.

• 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.

• 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.

• When requested, support planning and execution of small to mid-scale events involving the Director.
• Ensure the Director's participation in events runs smoothly.

• 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

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

• 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:

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.

We will email you new jobs that match this search.