Executive Assistant I

Executive Assistant

I JOB NO

539739

WORK TYPE:

Staff Full-Time

LOCATION

St. Johns

CATEGORIES

Office/Administrative/Fiscal Support, Veteran's Preference Eligible

DEPARTMENT

57130100 - WH-ADMINISTRATION

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

1. 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 time with key priorities
• Anticipate scheduling conflicts and proactively propose solutions 2. Meeting Coordination and Follow-Through
• Coordinate meetings, including scheduling, agendas, and materials
• Prepare brief background information for meetings as needed
• Track action items and follow up to ensure completion 3. 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
• Manages sensitive information related to the Director's office. 4. Coordination Across Whitney
• Help connect efforts across research, operations, education, and outreach where needed
• Assist in maintaining clear lines of communication across the organization 5. Visitor and Event Coordination (Director-Level)
• Coordinate logistics for visits involving faculty candidates, collaborators, and UF partners
• Support planning and execution of small to mid-scale events involving the Director
• Ensure visits and events are well organized and run smoothly 6. Project Tracking (Developing Over Time)
• 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
• Gathers data, conducts research, and prepares materials to assist the executive's decision-making during meetings or discussions.

EXPECTED SALARY

Salary commensurate with experience and skill level.

REQUIRED QUALIFICATIONS

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

PREFERRED

2+ years of administrative or executive support experience, preferably supporting senior leadership Advanced 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 and resume. 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

29 Apr 2026 Eastern Daylight Time