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Executive Assistant II- Jupiter, FL

Employer
University of Florida
Location
Palm Beach

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Job no: 522705
Work type: Staff Full-Time
Location: Palm Beach
Categories: Office/Administrative/Fiscal Support
Department:37010100 - SR-HA-ADMINISTRATION

Classification Title:

Executive Assistant II

Job Description:

Work performed requires a variety of clerical and organizational skills and an extensive working knowledge of UF Scripps Biomedical Research administrative operations and scientific departments. Independent judgment and proactive problem-solving techniques are used to manage tasks, including planning, initiating and implementing administrative activities. Primary responsibilities to the CFO, faculty leadership and operational management will include:

  • Provides administrative assistance to the CFO and supports other administrative departments as necessary. Functions include initiating, planning and completing administrative activities such as drafting correspondence, scheduling calendar, manage travel arrangements, financial processing and effectively liaising with internal and external constituents.
  • Assists CFO in monitoring budgetary performance of various operational and scientific laboratories. Such activities include tracking/reconciling certain accounts and initiating follow-up discussions with specific functional areas regarding budget variances.
  • Serves as the liaison to various internal and external constituents through correspondence, phone, and in-person contact.
  • Provides administrative support to other operational units as necessary including Development, Public Affairs, Grants and Contracts and procurement. Assist with administrative activities relating to academic functions including scientific conferences, seminars, recruitment itineraries, meetings and follows through with stakeholders. Assist Scientific Director on Institute-wide events.
  • Collects information and prepares materials for use in discussions and meetings.
Expected Salary:

Commensurate with experience.

Minimum Requirements:

Bachelor’s degree and five years of experience as an executive assistant or administrative assistant to a senior management level position or an equivalent combination of education and experience.

Preferred Qualifications:

• Bachelor's degree.

• Advanced skills with Microsoft Office (Outlook, Word, Excel, PowerPoint).

• Excellent written and verbal communication skills.

• Strong organizational skills with high attention to detail.

• Provide excellent customer service to internal and external stakeholders.

• Prioritize multiple tasks, work under pressure with shifting priorities and meet deadlines.

• Be self-directed and work with minimal oversight.

• Collaborate in team environment, convey positive work ethic, maintain diplomatic and respectful interactions with individuals at all levels and backgrounds.

• Maintain confidentiality and use discretion when dealing with sensitive issues and information.

Special Instructions to Applicants:

To be considered for this position, applicants must upload resume and cover letter.

Please provide names and email addresses of three to five references as part of the application process. When ready, the hiring department will contact the listed references via email requesting their reference letters to be uploaded directly to the application website.

This position is open until filled. Application review will begin immediately.

This is a time-limited position.

Health Assessment Required:No

Advertised: 12 Jul 2022 Eastern Daylight Time
Applications close: Open until filled

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