Executive Assistant II

Leadership Support 

Develop and maintain a comprehensive understanding of the requirements and priorities specific to the Vice President for Business Affairs role. Provide administrative assistance while anticipating needs and proactively proceeding with minimal distraction and strict confidentiality. Take the initiative to ensure that all materials necessary for the VP of Business Affairs are prepared and provided in advance. Coordinate leadership meetings, retreats, and special projects, including preparing materials, managing logistics, and following up with other units to track project progress and keep the Vice President informed.

Prepare presentations, tour packets, and briefing materials for internal and external audiences, including compiling and organizing materials for UF Board of Trustees meetings.  Collaborates with various departments within Business Affairs to coordinate and collect necessary information.  Tracks follow-up actions and monitors progress on leadership commitments and key initiatives.

Manage calendars for the VP and Associate VP for Business Affairs with efficiency, discretion, and attention to detail.  This will include setting up recurring and ad hoc meetings with parties throughout and outside of UF.  Anticipates scheduling needs, resolves conflicts, and ensures leadership commitments are appropriately prioritized. Keeps the VP informed of direct reports’ schedules, particularly during holidays or extended absences. Drafts correspondence, prepares presentations, and ensures all documents and materials are professionally formatted and ready for distribution.

Support administrative functions related to purchasing supplies and PCard purchases.  Support travel arrangements (including travel authorizations and expense reimbursements) for the Vice President’s office.  

Project and Operational Support 

Supports division-wide initiatives to ensure timelines, deliverables, and communications are achieved. Organizes projects or leads defined components of larger efforts (e.g., UFCC) as directed by the VP.  Monitors progress on division and departmental projects, ensuring deadlines are met and all details are effectively managed or tracked.

Gather, compile, and present data for executive review.  Create and maintain reports, data, dashboards and any applicable information

Develops and implements engagement and recognition initiatives, such as staff spotlights, team-building events, and division gatherings.

Supports internal communications, including meeting summaries and follow-up messaging to maintain awareness and alignment. 

Office Management, Coordination, and Building Support 

Oversees daily office operations, including supply management, shared workspace coordination, and administrative workflows. Supervises hourly employees and/or student assistants and ensuring consistent front-office coverage.   Serves as the front office support staff member if office coverage is needed. Streamline workflows to increase efficiency and free up leadership time for strategic priorities.

Serves as the primary point of contact for resolving operational issues and leading process improvement initiatives. In coordination with the Executive Assistant for Construction, Facilities and Real Estate, manages building access and security through the Lenel system and works with Facilities to address maintenance requests or other issues within the office suite.

General Administrative Duties 

Serves as the back-up Building Emergency Coordinator for Business Affairs for Tigert Hall.

Department Contact for Asset Management, Facilities Services and Space Certification for the Vice President’s Office.  Will be responsible for ensuring assets are properly tagged and the annual certifications for assets and space are completed prior to the deadline.

Experience supporting senior leaders or multiple departments in a large, matrixed organization.

Strong data management and reporting skills; experience creating dashboards or tracking project deliverables.

Proven success in event coordination, staff engagement, or internal communications.

Superior proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, and Outlook with advanced capability in data organization and presentation development.