Executive Assistant to VP of Government and Community Relations

Executive Assistant II

Bachelor's degree and five years of experience or an equivalent combination of education and experience.

The UF Office of Government and Community Relations is recruiting for an Executive Assistant II. This position will provide executive support to the Vice President of Government and Community Relations. Primary responsibilities of this position include maintaining calendar schedules, making appointments, handling incoming and outgoing telephone calls, dispensing pertinent information, handling travel, preparing and maintaining correspondence/documents. This position requires a variety of clerical and organizational skills and an extensive working knowledge of UF administrative, operations, and fiscal policies. Independent judgment and proactive problem-solving techniques are used to manage tasks, including planning, initiating, and implementing administrative and fiscal activities.

Essential functions of this position include the following:
Provide executive support for VP of Government and Community Relations. Functions include initiating, planning and completing administrative activities such as drafting correspondence, scheduling calendar, managing travel arrangements, financial processing and effectively liaising with internal and external constituents.

Assist the VP with the managing the overall business operation of the unit. Responsibilities include processing financial transactions, contract management, fiscal reporting, travel, payroll, and related duties.

Administer the GCR budget and coordinate financial aspects for GCR. Prepare required budget documents and supporting materials to ensure appropriate management oversight of all fiscal matters. Review and analyze reports for errors or opportunities for cost savings. Assist in developing and justifying budget requests.

Serves as the liaison to various internal and external constituents through correspondence, phone, and in-person contact.

Coordinate logistics for special events managed by the GCR including coordinating venue, audio visual, catering, transportation, and materials.

Provide communications support for the GCR team including newsletter preparation and distribution, special event invitations and registrations, and maintenance of the department’s websites. Provide administrative support for the UF Campaign for Charities.

This position serves as the department contact/coordinator for asset management, effort reporting, space allocation, building emergency coordination, and records management.

Commensurate with Experience

Technical Skills

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other productivity tools.
• Experience managing complex calendars, travel arrangements, and expense reporting systems.
• Familiarity with virtual meeting platforms (e.g., Zoom, Teams) and document management systems.

Communication Skills

• Excellent verbal and written communication skills, including the ability to draft professional correspondence and reports.
• Strong interpersonal skills with the ability to interact effectively with internal and external stakeholders at all levels.

Organizational & Project Management

• Demonstrated ability to manage multiple priorities, meet deadlines, and adapt to changing needs.
• Strong attention to detail and accuracy in all tasks.
• Ability to anticipate needs and exercise sound judgment in problem-solving.

Confidentiality & Professionalism

• Proven ability to handle sensitive and confidential information with discretion.
• High level of professionalism, integrity, and reliability.

Analytical & Critical Thinking

• Ability to analyze information, identify issues, and recommend solutions.
• Comfortable working independently and making decisions within established guidelines.

University of Florida Experience

• Working knowledge of university administrative and fiscal policies.
• Experience working in university financial and budget systems.
• Ability to learn PeopleSoft operating systems.

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.