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Executive Assistant I - Jupiter, FL

The Executive Assistant to the Chief Financial Officer of the UF Scripps Biomedical Research Florida campus is responsible for providing high level support for the executive office, communications department, and philanthropy department.

JOB DESCRIPTION:

• Provide a high level of support to the Chief Financial Officer of the UF Scripps Biomedical Research Florida campus and media relations for the institute.
• Manage complex calendar for communications and collateral production, including assigning content.
• Support to the department for administrative-related services for all meetings, arrange all undisclosed meetings, interviews, logistics, and travel arrangements and coordination of visitors.
• Write copy and correspondence for the department, including announcements, newsletters, social media posts, and website updates, and press releases.
• Provide strong proofreading and writing for various forms of communications.
• Independently prepare, review and approve Request for Payments, input requisitions in SciQuest database, prepare expense reports for reconciliation; generate any required reports for Chief Financial Officer to review & submittal for payment.
• Maintain confidential matters and confidential reports.
• Liaise between multiple internal and external stakeholders to ensure seamless communications and execution of projects.
• Assist with media relations, orchestrating visits between local/national/international media crews and UF Scripps Biomedical Research scientists and executive staff.
• Frequent contact with UF Scripps Biomedical Research Chief Financial Officer, CEO, VP’s, faculty, PI’s, and Department Chairs responding to questions and providing information pertaining to procedures and services in a clear, concise, and professional manner.
• Required to provide information to and collect information from UF Scripps Biomedical Research Florida staff in general, department, and senior management for the purpose of work coordination, problem resolution, and information sharing.
• Investigate and purchase required computer hardware and software for the department, and coordinate with IT services for support.
• Provide back-up to other executive staff as needed, including all aspects of the position.
• Perform other duties as needed for the Chief Financial Officer of the UF Scripps Biomedical Research Florida campus.
• Details of established essential functions for this position will be addressed/discussed during the interview process.

EXPECTED SALARY:

Commensurate with experience

MINIMUM REQUIREMENTS:

• High school diploma, (GED) or equivalent combination of education, training and experience. Six years progressive experience in executive management support as Executive Assistant.
• Experience working in a nonprofit research institute and/or communications department highly desired.
• Advanced skills with Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Copy writing and media relations experience.
• Excellent written and verbal communication skills.
• Advanced organizational skills with high attention to detail and excellent customer service.
• Must be self-directed; with the ability work independently and prioritize multiple tasks, work under pressure with shifting priorities and meet deadlines.
• Must be able to work in a team environment and convey positive work ethic, work with a diverse work group and individuals at all staff levels, maintain diplomatic and respectful interactions.
• Must maintain confidentiality and use discretion when dealing with sensitive issues and information.
• Ability to work independently and in a team environment.

PREFERRED QUALIFICATIONS:
Bachelor’s degree preferred.

SPECIAL INSTRUCTIONS TO APPLICANTS:
In order to be considered, you must upload your cover letter and resume.

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 eligible for veteran’s preference. If you are claiming veteran’s preference, please upload a copy of your DD 214 Member Copy 4 with your application for consideration. See the Qualified Positions link on our applicant FAQs page for a list of eligible positions.

This position is open until filled. Application review will begin May 3, 2022.

This is a time-limited position.

The University of Florida is an equal Opportunity Employer dedicated to building a broadly diverse and inclusive faculty and staff. The University of Florida invites all qualified applicants, including minorities, women, veterans, and individuals with disabilities. The University of Florida is a public institution and subject to all requirements under the Florida Sunshine and Public Records laws.

JOB ID #521489