Executive Assistant II

Executive Assistant II

This Executive Assistant II position is a highly professional position requiring daily contact with the public, faculty, university community, and professional and governmental agencies. The incumbent will be an indispensable partner to the Dean of the University of Florida College of Nursing providing high-level administrative support and facilitating the efficient operation of the Dean’s office. They will oversea a diverse array of responsibilities, ranging from managing the Dean's schedule to coordinating meetings and handling confidential information with discretion. The incumbent will possess exceptional organizational skills, attention to detail, the ability to thrive in a fast-paced academic environment and exercises independent and prudent judgment when completing tasks and responsibilities associated with her/his duties.

Responsibilities include:

Calendar Management: Coordinate and manage the Dean's complex schedule, including scheduling meetings, appointments, and travel arrangements. Anticipate scheduling conflicts and proactively resolve them to ensure optimal use of the Dean's time.

Meeting Coordination: Arrange and organize meetings, conferences, and events on behalf of the Dean, including logistics such as room bookings, catering, and audiovisual equipment setup. Prepare meeting agendas, presentations, and briefing materials as needed. May need to operate college vehicles.

Administrative Support: Provide comprehensive administrative support to the Dean, including drafting correspondence, proofreading documents, and preparing expense reports. Assist with special projects and initiatives as assigned by the Dean, exercising discretion and sound judgment at all times.

Communication: Serve as the primary point of contact for internal and external stakeholders, screening and prioritizing incoming communications, and drafting responses on behalf of the Dean when necessary. Maintain open lines of communication to ensure timely dissemination of information.

Documentation and Records Management: Manage sensitive and confidential documents, ensuring proper handling and storage. Maintain accurate records, files, and databases related to the Dean's office activities, including correspondence, reports, and official documents.

Liaison: Serve as a liaison between the Dean's office and various internal departments, faculty, staff, students, alumni, and external stakeholders. Foster positive relationships and facilitate effective communication to promote collaboration and alignment with the Dean's priorities.

Office Management: Oversee the smooth operation of the Dean's office, including managing office supplies, equipment, and facilities. Ensure a professional and welcoming environment for visitors and guests.

Research and Analysis: Conduct research and gather data on relevant topics as directed by the Dean, synthesizing information into concise reports and presentations. Provide analytical support to assist the Dean in decision-making processes.

$68,0000-$78,500 annually

Bachelor’s degree and five years of relevant experience or an equivalent combination of education and experience.

EDUCATION & TRAINING:

• Bachelor's degree in business administration, communications, or a related field preferred.

EXPERIENCE:

• Proven experience (5 years) as an executive assistant or similar role, preferably in an academic or administrative setting.

SKILLS:

• Excellent organizational and time management skills, with the ability to prioritize tasks and manage multiple deadlines effectively.
• Strong written and verbal communication skills, including the ability to compose professional correspondence and communicate with diverse stakeholders.
• Proficiency in Microsoft Office suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.

ABILITIES:

• Discretion and confidentiality in handling sensitive information and matters

Interested candidates must submit a cover letter, resume and references. Applications must be submitted by 11:55 p.m. (ET) of the posting end date.

The University of Florida College of Nursing is committed to fostering and maintaining an inclusive culture that respects the rights and dignity of each individual, without regard to race, color, national origin, ancestry, caste, religious creed, sex, gender identity, sexual orientation, gender expression, height, weight, marital status, disability, medical condition, age, or veteran status. The University of Florida is an Equal Opportunity/ Affirmative Action institution dedicated to building a broadly diverse and inclusive faculty and staff.

If an accommodation due to a disability is needed to apply for this position, please call 352/392-2477 or the Florida Relay System at 800/955-8771 (TDD). Hiring is contingent upon eligibility to work in the US. Searches are conducted in accordance with Florida's Sunshine Law.