Executive Assistant I

The Opportunity:

UCF's Institute for Simulation and Training (IST) is seeking an Executive Assistant I to provide direct executive administrative support for the Executive Director (ED) of the Pegasus Research Institute (PRI).

Responsibilities:

• Acts as main point of contact and makes decisions regarding scheduling of ED meetings and appointments.

• Identifies when external (to the Institute) meetings require an internal preparation meeting and schedules both types of meetings accordingly.

• Prepares/arranges meeting agendas and space/locations, reserved parking spots and/or travel accommodations and catering as needed.

• Coordinates special events for faculty and staff upon request.

• Creates daily agendas for ED. Sets up filing/organizational systems for ED and files materials as needed.

• Fields phone calls for ED and directs clients to appropriate persons within the Institute if appropriate person is not ED.

• Completes Workday processes as needed.

• Manages ED emails and requests in a timely manner to ensure ED's ability to focus on the Institute's strategic goals.

• Composes and prepares correspondence and reports for ED's signature, staff members and where appropriate, composes and prepares own correspondence in response to inquiries and office business.

• Develops and maintains key relationships with executive and administrative personnel within other UCF colleges and units to support ED's priorities and initiatives.

• Gathers data as requested by ED to assist in preparation and drafting of reports and meeting participation, liaising with others as needed to accomplish task objectives.

• Oversees daily office operations such as ordering office supplies, requesting maintenance, submitting technology tickets, and acting as the main point of contact of the office for University and building correspondence. Responsible for and manages Pcard purchases, spend authorizations, expense reports for ED and reimbursements.

• Executes complex travel arrangements for ED and is available online to support any last-minute changes while on travel. Drives ED to main campus/local meetings as needed.

• Entrusted with personal, confidential, and sensitive information from and to ED, staff, university personnel, and industry executives and federal/state/local government representatives. Exercises confidentiality, tact, and diplomacy.

• Other duties as assigned.

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 at least 2 years supporting executive-level leadership.

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

• Expertise in managing complex calendars, travel arrangements, high-level meeting coordination, and recording meeting minutes.

• Proficiency in writing, editing, and proofreading, with experience preparing reports, presentations, and professional correspondence.

• Strong organizational, communication, and interpersonal skills with the ability to manage sensitive information with discretion and professionalism.

• 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.

• Familiarity with Workday, PeopleSoft, or other similar systems is highly desirable.

• 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 preferred.

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

• Ability to work independently and collaboratively within a team environment.

Additional Application Materials Required:

In addition to your application, please submit a resume. Preference will be given to those who submit a resume.

Special Instructions to the Applicants:

The anticipated salary range for this position is $48,722 to $59,684. The final rate will be determined based on the candidate's qualifications, experience, and internal equity considerations.

Hybrid work schedule within the state of Florida may be considered based upon specific circumstances and candidate qualifications.

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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.