Executive Assistant I

Executive Assistant I

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: 57301000 - HS-HAMILTON SCHOOL ADMIN

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.

Job Description:
Calendar and Priority Management

• 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.

Meeting Coordination and Follow-Through

• 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.

Communication Support

• 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.

Visitor and Event Coordination

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

Project Tracking

• 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.

Expected Salary:
$31.13 - $33.52 /hr


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

Preferred

• 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.

Special Instructions to Applicants:
In order to be considered, you must upload your cover letter, resume, and three references.


Application must be submitted by 11:55 p.m. (ET) of the posting end date.

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.

Health Assessment Required:No

Advertised: 01 Sep 2026 Eastern Daylight Time

Applications close: 15 Sep 2026 Eastern Daylight Time

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