Executive Assistant II Job at University of Central Florida (UCF) in Orlando

Executive Assistant II

The Executive Assistant II position provides strategic administrative, project, and professional support to executive leadership within the Office of the Senior Vice President (SVP) and CFO of the Administration and Finance division. This role requires a high level of discretion, initiative, and sound judgment, along with strong communication and organizational skills. Proficiency in office software, project management tools, and communication platforms is essential to drive operational efficiency and support executive priorities.

Responsibilities include:

1. Efficiently managing the calendars of senior executive leadership within the SVP Office, ensuring optimal time utilization through strategic scheduling and expert use of technology tools. Coordinating meetings and engagements with internal departments and key stakeholders, including faculty, staff, students, university leadership (President, Provost), the Board of Trustees, DSO Boards of Directors, government agencies, donors, and external partners to facilitate seamless communication and alignment with division and institutional priorities.
2. Acting as the primary liaison for the SVP Office executive team, overseeing all incoming communications via emails, calls, and correspondence. Screening and prioritizing messages, and drafting, editing, and organizing high-level documents, reports, and presentations. Reviewing materials submitted for SVP/CFO signature for accuracy, completeness, and compliance with university policies. Providing front-line support by welcoming visitors, managing and responding to general inquiries, and coordinating conference room usage.
3. Coordinating division-wide meetings, seminars, employee events, and supports division board-related activities. Responsibilities include scheduling, agenda development, research, presentation preparation, catering coordination, and documentation of minutes and attendance. Conducting post-event evaluations, surveys, and task tracking to ensure timely follow-up and completion of action items. Promoting team collaboration and employee engagement through well-organized initiatives.
4. Managing all aspects of executive travel, including itinerary creation, booking of flights, accommodations, and transportation, and overseeing the reimbursement process. Ensuring travel plans align with executive schedules and comply with university policies and procedures. Utilizing departmental PCard for travel and other authorized purchases.

Minimum qualifications include a Bachelor's or Master's degree and 4+ years of relevant experience or an equivalent combination of education and experience pursuant to Fla. Stat. 112.219(6).

Preferred qualifications include:

• 57+ years of progressively responsible administrative support, with at least 3 years supporting a senior executive.
• Experience managing complex calendars, executive inboxes, and scheduling across multiple time zones and stakeholder groups.
• Demonstrated experience handling confidential and sensitive information (budget, personnel, labor relations, strategic planning).
• Advanced proficiency with Microsoft Office 365 (Outlook, Excel, PowerPoint, Word, Teams) or Google Workspace (if applicable).
• Prior experience in higher education, preferably at a public/state university with knowledge of shared governance and academic/administrative structures.

The most successful candidates may possess the following qualities:

• Demonstrated ability to work independently with minimal supervision, exercising sound judgment in complex and sensitive situations.
• Strong organizational skills with proven ability to prioritize competing demands, manage multiple projects simultaneously, and meet deadlines in a fast-paced environment.
• Skilled at leveraging technology to streamline workflows and adapt to new tools and platforms quickly.
• Exceptional written and verbal communication skills, with the ability to draft, proofread, and edit executive-level correspondence, memos, briefing documents, and presentations.
• Skilled at serving as a liaison and representing the Senior Vice President's office as the primary point of contact, maintaining professionalism and discretion when communicating with external constituents and community partners.

Special instructions to the applicants:

The anticipated salary range for this position is $56,030- $72,000. 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 now or in the future.

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

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.