Executive Assistant I

Facilities and Business Operations:

Facilities and Business Operations at UCF is dedicated to fostering a conducive educational environment for our faculty, staff, students, and the broader community. We are committed to excellence, providing unparalleled expertise, and maintaining a world-class standard in service.

Please visit us at: https://fs.ucf.edu/ or Facebook and Instagram: UCF Facilities

The Opportunity:

The Facilities Operations Department within Facilities and Business Operations is seeking to hire an Executive Assistant I. This role will provide high-level administrative, project, and professional support to the Assistant Vice President of Facilities Operations. This role helps ensure the AVP can work efficiently by managing detailed tasks, confidential matters, and complex office operations. It requires strong organizational skills, independent judgment, and a solid understanding of administrative procedures.

Responsibilities:

• Provide executive-level administrative, communication, and project support to the AVP, including preparing reports, presentations, correspondence, meeting agendas, and minutes, often involving confidential and sensitive information.

• Manage the AVP’s daily calendar, meeting schedules, and travel arrangements, ensuring efficient use of time and anticipating operational needs.

• Serve as the primary liaison between the AVP and internal/external stakeholders, coordinating meetings, responding to inquiries, and supporting committee and project activities.

• Track division initiatives using project management tools, monitor deadlines, and follow up on action items to support the timely completion of projects.

• Support unit operations through administrative tasks such as meeting coordination, data tracking, records management, recruitment support, and financial reporting preparation.

• Screen and direct phone calls, emails, and visitors, handling sensitive matters with discretion and ensuring documents submitted for executive review meet policy and procedural standards.

• Manage departmental purchasing and travel logistics, including booking, expense reporting, and budget tracking, following university policies.

• Assist with event planning and provide general office support for the Facilities Operations leadership team.

• Perform other duties as assigned by the Assistant Vice President for Facilities Operations.

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:

• 4+ years of progressively responsible administrative support experience, with 2+ years supporting executive-level leadership.

• Demonstrated ability to manage executive calendars with discretion and independent judgment, including scheduling meetings, prioritizing requests, coordinating travel, and anticipating needs to optimize the executive’s time.

• Strong understanding of organizational operations and business practices, with the ability to independently address inquiries and act on behalf of executive leadership when appropriate.

• Prior experience in a customer service-oriented role with the ability to interact professionally and provide courteous responses to inquiries from partners and external stakeholders.

• Experience managing and tracking project timelines and deliverables, following up on action items, and supporting progress on strategic initiatives using project management tools (e.g., Gantt charts, Smartsheet, Trello, or similar).

• Proficiency in preparing and reviewing reports, correspondence, meeting minutes, and presentation materials with a high level of accuracy, professionalism, and confidentiality.

• Working knowledge of budget management to include office supplies, P-card expenditures, and reimbursements.

• Ability to leverage technology and computer systems with proficiency in Microsoft Office.

• Experience partnering with other departments, such as Talent Acquisition, IT, and Accounting, on critical needs and complex issues.

• Knowledge of university or large organizational administrative practices, policies, and financial procedures is preferred.

• Strong problem-solving and critical thinking skills with the ability to identify alternative solutions, conclusions, or approaches to problems.

• Ability to work both independently and collaboratively in a dynamic environment while maintaining a high level of discretion, judgment, and professionalism.

Special Instructions to the Applicants:

The anticipated salary range for this position is $48,722 to $60,000. The final salary will be determined based on the candidate's qualifications, experience, and internal equity considerations.

If you are selected as the final candidate for an employment opportunity, both your position and salary will be significantly based upon the information that you have provided in your application for employment. We urge you to please take the time to complete the application in its entirety.

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.