Executive Assistant II

Executive Assistant II Job No: 537948 Work Type: Full Time Location: Main Campus (Gainesville, FL) Categories: Office/Administrative/Fiscal Support Department: 61010000 - VPBA-VP Job Summary Support the Vice President for Business Affairs and the Associate VP for Business Affairs by providing high?level administrative, project, operational, and office?management assistance. Anticipate leadership needs, maintain confidentiality, and enable strategic priorities through meticulous coordination and execution. Responsibilities Develop a comprehensive understanding of the VPs requirements and priorities, maintaining a proactive stance to anticipate needs and provide minimal distractions. Coordinate leadership meetings, retreats, and special projects, including preparing materials, managing logistics, and following up with other units to track project progress. Prepare presentations, tour packets, and briefing materials for internal and external audiences; compile and organize materials for UF Board of Trustees meetings. Collaborate with various departments within Business Affairs to collect necessary information and track follow?up actions, monitoring progress on leadership commitments and key initiatives. Manage calendars for the VP and Associate VP, setting up recurring and ad?hoc meetings, resolving scheduling conflicts, and ensuring commitments are prioritized. Draft correspondence, prepare presentations, and ensure all documents are professionally formatted and ready for distribution. Support purchasing of supplies and PCard purchases, and manage travel arrangements including authorizations and expense reimbursements. Support division?wide initiatives to ensure timelines, deliverables, and communications are achieved; organize or lead components of larger efforts such as UFCC. Gather, compile, and present data for executive review; create and maintain reports, dashboards, and other relevant information. Develop and implement engagement and recognition initiatives such as staff spotlights, team?building events, and division gatherings. Support internal communications, including meeting summaries and follow?up messaging to maintain awareness and alignment. Oversee daily office operations, including supply management, shared workspace coordination, and administrative workflows. Supervise hourly employees and/or student assistants, ensuring consistent front?office coverage. Serve as the primary point of contact for resolving operational issues and leading process improvement initiatives. Coordinate with the Executive Assistant for Construction, Facilities and Real Estate to manage building access and security through the Lenel system and address maintenance requests. Serve as the back?up Building Emergency Coordinator for Business Affairs for Tigert Hall. Act as the department contact for asset management, facilities services, and space certification for the VPs office, ensuring assets are tagged and annual certifications are completed. Qualifications Bachelors degree and five years of experience, or an equivalent combination of education and experience. 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. Preferred Qualifications 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. Salary $75,000 - $85,000 yearly based on experience. Working Hours Monday Friday, 8:00?am 5:00?pm. Variations may occur due to special events, required duties, or coverage needs. A criminal background check will be conducted. Application Requirements Upload a cover letter and resume. Applications must be submitted by 11:55?p.m. (ET) of the posting end date. Applications Close: 03?December?2025. EEO Statement The University of Florida is an Equal Employment Opportunity Employer. Hiring is contingent on eligibility to work in the U.S. The University of Florida is a public institution and is subject to all requirements under Florida Sunshine and Public Record laws. 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) or visit Accessibility at UF. #J-18808-Ljbffr