Executive Assistant to the President

Job Description :

Oversees the overall management of the office including responsibility for asset management, building emergency coordinator, payroll, space allocation, Lenel security, department security administrator, and serving as delegate approver on behalf of the President for travel requests.

Acts as the primary point of contact for internal and external communications, the Executive Assistant to the President facilitates communication between executives and stakeholders. This involves screening and directing incoming communications, responding to inquiries, and conveying messages accurately and promptly.

Exercise considerable judgment in managing the President's calendar and travel schedule. Execute complex travel arrangements, including contingency travel options for each trip. Complex presidential schedule requires handling of last-minute adjustments of scheduling and / or travel itineraries with discretion to enable maximum use of the President's time and enabling the President to meet all commitments. Responsible for scheduling academic regalia for necessary events and ensuring it is available when needed at destination sites and also returned and secured. Gather and prepare all materials for calendar discussion sessions with the President and other staff. Serve as the principal point of contact for all scheduling requests. Communicate professionally with internal and external offices verbally and electronically on a daily basis. Schedule appointments considering protocol, timing, and inclusion in meetings of all necessary parties. Responsible for rescheduling / cancelling meetings daily, populating calendar completely for years ahead. Proactively and independently, research UF events and academic schedules to identify conflicts and add pertinent information and events to the calendar. Maintain all scheduling spreadsheets.

Arrange all flight, hotel and ground transportation reservations in a timely fashion. Responsible for processing travel authorizations, expense reports and registrations for the President. Responsible for following all audit rules and recommendations for the President and work with auditor’s office to comply with bi-annual audit on all travel.

Responsible for compiling, procuring and organizing material for the President’s speaking and meeting engagements; work closely with various office staff on a daily basis. Responsible for preparing event books, itineraries, etc.; research, prepare and collect related briefing materials for all meetings and events on campus and off campus, and organizational meetings the President is a member of or attends annually. Responsible for ensuring briefing books are prepared in advance to allow time for the President to review the materials. Confirm scheduling meetings and prepare necessary meeting files. Ensure folders are ready for review in a timely manner (use discretion with travel time, holidays, and weekends).

Expected Salary :

Commensurate with education and experience

Preferred :

This position requires the ability to work independently, good problem-solving skills and a strong ability to communicate effectively.