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Executive Assistant I

University of Florida

  • Gainesville, FL
  • 5 days ago
  • $31.13–$33.52 Per Hour

Highlights

The ideal candidate is a skilled professional who excels in a fast-paced environment, demonstrates exceptional judgment and discretion, and enjoys working with a diverse group of faculty, staff, university leaders, and external stakeholders. The Hamilton School for Classical and Civic Education seeks a highly organized and proactive Executive Assistant I to provide direct support to the School Director.

Numbers & Facts

LocationGainesville, FL
Salary$31.13–$33.52 Per Hour

Description

The Hamilton School for Classical and Civic Education seeks a highly organized and proactive Executive Assistant I to provide direct support to the School Director. This role provides high-level administrative support through executive scheduling, meeting and event coordination, communications support, and project tracking. The ideal candidate is a skilled professional who excels in a fast-paced environment, demonstrates exceptional judgment and discretion, and enjoys working with a diverse group of faculty, staff, university leaders, and external stakeholders. Strong organizational, communication, and problem-solving skills are essential.
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

 

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