Executive Assistant I
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Job Description:
Classification Title: |
Executive Assistant I |
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Job Description: |
Works closely with other high-level executive assistants across the academic health center and helps to facilitate administrative tasks on behalf of the Chief Communications Officer. Serves as a liaison with other internal UF Health departments/units and external audiences and ensures work is completed promptly and is of high quality to reflect the standards established by the CCO, while exercising discretion and confidentiality as necessary. Actively coordinates all calendars and schedules for the UF Health Chief Communications Officer and various assistant vice presidents/directors. Ensures scheduled meetings have appropriate rooms reserved and/or Zoom links, with necessary infrastructure in place to support meeting requirements. Coordinates logistics, including collateral material needs, catering, etc. Facilitates development of agendas and/or materials, and prepares and distributes meeting minutes for priority meetings as needed. Provides back-up support for other administrative team functions as needed. Drafts and disseminates general correspondence to UF Health Communications staff regarding news, important updates, time-sensitive announcements, and/or operational matters. Corresponds with others internal and external to the organization to support divisional needs. Maintains and communicates UF Health Communications daily staff outages and weekly divisional calendar schedules. Responsible for coordinating transmittal of UF Health podcast scripts to support production and distribution requirements. Updates and publishes key web content on the UF Health Newsroom, including UF Health podcasts (Health in a Heartbeat, Animal Airwaves, and Animal Airwaves Live). Serves as a backup for posting news releases, stories, blogs, and associated multimedia content. Assists Creative Services in fielding inquiries and fulfilling various photo gallery and corporate logo requests. Also assists with logistics related to major production shoots, including securing rentals, coordinating catering, and handling other needs. Gathers, synthesizes, and translates data/information and assists with the development of PowerPoint presentations for the CCO. Assists UF Health Communications staff in monitoring and communicating professional organization award entry deadlines, provides assistance with entry submissions, processes entry payments, and consistently tracks divisional awards received. Plans and executes various divisional events, including retreats, new employee welcome receptions, staff farewells, and other celebrations. Coordinates and/or designs event invitations, handle invites, and coordinates event logistics and needs, working collaboratively with other administrative team members as appropriate. Supports divisional events by signing up to assist in staffing various events as requests are made and schedule permits.
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Expected Salary: |
$45,000-$55,000 |
Minimum Requirements: |
Bachelor’s degree and three years of relevant experience or an equivalent combination of education and experience. |
Preferred Qualifications: |
EXPERIENCE |
Special Instructions to Applicants: |
Please upload the following - CV or Resume, Cover Letter and List of Professional 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 |