Executive Assistant I

The Opportunity:

This Executive Assistant I provides comprehensive administrative support to the Associate Vice President for College of Medicine Administration & Finance, as well as the Chief Financial Officer for the Academic Health Sciences Center. The role is responsible for handling sensitive and confidential business and financial information, requiring extreme discretion and sound judgment to organize and maintain project details.

Responsibilities:

Executive Support & Coordination:

• Serve as a trusted liaison and gatekeeper for the AVP, managing communications, scheduling, and prioritizing requests.

• Speak and act on behalf of the AVP with professionalism and discretion.

• Provide administrative support to AF&O directors, including meeting coordination and project assistance.

Calendar & Meeting Management:

• Manage complex calendars, schedule meetings with internal and external stakeholders, and coordinate logistics.

• Reserve rooms and support personnel for meetings, prepare agendas, and take minutes.

• Coordinate direct reports' meetings and ensure timely follow-up on action items.

Project & Workflow Oversight:

• Track progress on multiple projects, ensuring deadlines are met and stakeholders are aligned.

• Assist with budget-related tasks such as payroll and supply tracking.

• Provide periodic updates on project statuses and issues.

Reporting & Data Analysis:

• Initiate and coordinate the collection, compilation, and analysis of data for formal administrative reporting.

• Conduct research and prepare materials for reports and presentations.

• Collaborate with AF&O leaders on interdepartmental issues and special initiatives.

Document & Agreement Management:

• Facilitate the flow of documents and special requests to and from the AVP's office.

• Maintain electronic and physical filing systems for projects and agreements.

• Work with Health Affairs General Counsel to generate and manage agreements via CobbleStone, ensuring full execution.

Communication & Confidentiality:

• Draft executive-level correspondence and reports.

• Handle confidential communications related to clinical operations, personnel, and student concerns.

• Maintain discretion in all interactions, especially with external partners and sensitive internal matters.

Compliance & Other Duties:

• Complete all required university and college trainings and updates on time.

• Perform other duties as assigned to support the AVP and AF&O leadership.

Minimum Qualifications:

Bachelor's or Master's degree and 2+ years of relevant experience. Or an equivalent combination of education and experience pursuant to Fla. Stat. 112.219. Click here for more information

Preferred Qualifications:

• 7-10 years of experience supporting senior-level executives in large organizations, preferably in healthcare or higher education.

• Advanced proficiency in Microsoft Office 360 (Excel, PowerPoint, Outlook).

• Experience coordinating high-level meetings, preparing agendas, and managing follow-ups.

• Demonstrated ability to manage projects effectively.

The most successful candidates may possess the following qualities:

• Excellent written and verbal communication skills, including drafting executive-level correspondence and reports.

• Ability to interact effectively with internal and external stakeholders, including faculty and board members.

• Proven ability to anticipate needs and proactively manage tasks and priorities.

• Ability to maintain high-level discretion and confidentiality.

Additional Application Materials Required:

In addition to your resume, please provide a cover letter with your application.

Special Instructions to the Applicants:

The anticipated salary range for this position is $48,722- $70,646. The final salary will be determined based on the candidate's qualifications, experience, and internal equity considerations.

Applicant must be authorized to work for any U.S. employer, as sponsorship is not available for this position.

Are you ready to unleash YOUR potential?

As a next-generation public research university and Forbes-ranked top employer in Florida, we are a community of thinkers, doers, creators, innovators, healers, and leaders striving to create broader prosperity and help shape a better future. No matter what your role is, when you join Knight Nation, you'll play an integral role at one of the most impactful universities in the country. You'll be met with opportunities to connect and collaborate with talented faculty, staff, and students across 13 colleges and multiple campuses, engaging in impactful work that makes a positive difference. Your time at UCF will provide you with many meaningful opportunities to grow, you'll work alongside talented colleagues on complex projects that will challenge you and help you gain new skills, and you'll have countless rewarding experiences that go well beyond a paycheck.

Working at UCF has its perks! UCF offers:

• Benefit packages, including Medical, Dental, Vision, Life Insurance, Flexible Spending, and Employee Assistance Program

• Paid time off, including annual and sick time off, and paid holidays

• Retirement savings options

• Employee discounts, including tickets to many Orlando attractions

• Education assistance

• Flexible work environment

• And more...For more benefits information, view the UCF Employee Benefits Guide.

Dive into our Total Rewards Calculator to discover the diverse selection available to you, giving you a glimpse into the benefits that together shape your comprehensive rewards package at UCF.

Unless explicitly stated on the job posting, it is UCF's expectation that an employee of UCF will reside in Florida as of the date the employment begins.

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As a Florida public university, the University of Central Florida makes all application materials and selection procedures available to the public upon request.

UCF is proud to be a smoke-free campus and an E-Verify employer.

If an accommodation due to a disability is needed to apply for this position, please call 407-823-1336 or email onac@ucf.edu.

For general application or posting questions, please email talent@ucf.edu.