Classification Title:
Executive Assistant II
Classification Minimum Requirements:
Bachelor's degree and five years of relevant experience or an equivalent combination of education and experience.
Job Description:
The University of Florida College of Medicine is seeking an experienced Executive Assistant to provide high-level support to the Dean of the College of Medicine.
This position serves as the Dean's primary executive assistant and plays a key role in the day-to-day effectiveness of the Dean's Office. The Executive Assistant manages a complex and dynamic schedule, prepares executive communications and briefing materials, coordinates meetings and engagements, manages travel and logistics, and ensures the Dean is prepared for a wide range of internal and external responsibilities.
The successful candidate will be highly organized, proactive, professional, and comfortable operating in a fast-paced executive environment. This role requires strong judgment, discretion, executive presence, and the ability to anticipate needs, manage competing priorities, and interact effectively with senior leaders and stakeholders across the College, University, UF Health, and external community.
Key Responsibilities
- Proactively manage the Dean's complex calendar, including prioritizing requests, resolving conflicts, and anticipating upcoming commitments, deadlines, preparation needs, and travel.
- Coordinate meetings and engagements with executive leaders, department chairs, faculty, staff, students, donors, alumni, University and UF Health leadership, and external stakeholders.
- Draft executive correspondence and letters and prepare presentations, briefing materials, executive summaries, reports, meeting agendas, meeting notes and summaries, and other written materials.
- Conduct research and compile background information to prepare the Dean for meetings, presentations, donor engagements, legislative visits, and executive events.
- Coordinate agendas and materials for key Dean-led meetings and track commitments, action items, and follow-up.
- Serve as a primary administrative point of contact for the Dean, assessing incoming requests and ensuring matters are appropriately prioritized, handled, or routed.
- Work closely with the Chief of Staff and other Dean's Office leaders to coordinate executive communications, activities, and priorities.
- Manage the Dean's travel, transportation, and logistical arrangements, including occasional travel in support of official College business.
- Maintain executive records and administrative systems and coordinate purchasing, reimbursements, travel documentation, and other executive administrative transactions.
- Handle highly confidential and sensitive information with discretion and sound judgment.
- Identify opportunities to improve administrative processes and executive office operations.
Expected Salary:
Commensurate with education and experience.
Required Qualifications:
Bachelor's degree and five years of relevant experience, or an equivalent combination of education and experience.
Preferred:
- Experience providing high-level executive support to a dean, senior academic leader, health system executive, or other senior executive in a complex organization.
- Demonstrated ability to independently manage a complex executive calendar, competing priorities, and frequently changing demands.
- Exceptional written and verbal communication skills, including experience drafting executive correspondence, presentations, summaries, and briefing materials.
- Demonstrated ability to anticipate executive needs, conduct research, synthesize information, and ensure timely preparation and follow-through.
- Demonstrated professionalism, executive presence, judgment, and interpersonal skills, with the ability to interact effectively with senior executives, faculty leaders, donors, University and health system leadership, and other internal and external stakeholders.
- Sound judgment and discretion in handling confidential and sensitive information and determining when matters require consultation or escalation.
- Strong organizational, problem-solving, project coordination, and relationship management skills.
- Advanced proficiency in Microsoft Office Suite, including PowerPoint, Excel, Outlook, and Teams.
Special Instructions to Applicants:
This position is based in Gainesville, Florida, and requires consistent on-site presence to support the Dean's schedule and activities. Hours may occasionally include early mornings, evenings, weekends, or extended hours based on the Dean's schedule. Some travel may be required.
A valid driver's license and ability to meet University requirements for operation of University vehicles are required.
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.
Health Assessment Required: No