Executive Assistant I, Facilities Operations

Facilities and Business Operations:

Facilities and Business Operations at UCF is dedicated to fostering a conducive educational environment for our faculty, staff, students, and the broader community. We are committed to excellence, providing unparalleled expertise, and maintaining a world-class standard in service.

Please visit us at: https://fs.ucf.edu/ or Facebook and Instagram: UCF Facilities

The Opportunity:

The Facilities Operations Department within Facilities and Business Operations is seeking to hire an Executive Assistant I. This role will provide high-level administrative, project, and professional support to the Assistant Vice President of Facilities Operations. This role helps ensure the AVP can work efficiently by managing detailed tasks, confidential matters, and complex office operations. It entails strong organizational skills, independent judgment, and a solid understanding of administrative procedures.

Responsibilities:

• Provide high-level administrative and project support to the Assistant Vice President (AVP) for Facilities Operations, including preparing executive reports, presentations, correspondence, agendas, and meeting minutes.

• Coordinate facilities-related initiatives and communications, developing professional presentations and materials that support strategic planning and operational excellence.

• Work closely with internal departments, external vendors, and campus stakeholders to ensure the smooth execution of projects ranging from capital improvements to sustainability efforts.

• Manage the AVP's calendar, meetings, and travel logistics, anticipating needs and ensuring the efficient use of time.

• Track division initiatives using project management tools, monitoring deadlines, budgets, and action items to support the timely completion of projects.

• Support unit operations, including purchasing, financial reporting, recruitment coordination, records management, and event planning.

• Serve as a trusted liaison, screening communications, maintaining confidentiality, and handling sensitive matters with discretion and professionalism.

• Contribute to the success of Facilities Operations by demonstrating strong organizational skills, attention to detail, and commitment to the department's mission of providing safe, efficient, and innovative campus environments.

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(6).

Preferred Qualifications:

• 4+ years of progressively responsible administrative support experience, with 2+ years supporting executive-level leadership.

• Strong organizational and project management skills, with the ability to track initiatives, monitor deadlines, and ensure timely follow-up on action items using project management tools.

• Proven ability to prepare high-quality reports, presentations, and communications that translate complex operational data into clear, professional materials for different audiences while maintaining confidentiality.

• Demonstrated success coordinating facilities-related initiatives, including capital improvement projects, sustainability efforts, or operational programs.

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

• Working knowledge of budget management to include office supplies, P-card expenditures, and reimbursements.

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and collaboration/project management tools (e.g., Teams, SharePoint, Gantt charts, Asana, Trello).

• Experience partnering with other departments, such as Talent Acquisition, IT, and Accounting, on critical needs and complex issues.

• Experience managing executive calendars, meetings, and travel logistics, with the ability to anticipate needs and optimize schedules using discretion and independent judgment.

• Excellent interpersonal and communication skills, with a record of building collaborative relationships with vendors and external stakeholders.

• Knowledge of university or large organizational administrative practices, policies, and financial procedures is preferred.

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

• Ability to work both independently and collaboratively in a dynamic environment while maintaining a high level of discretion, judgment, and professionalism.

Special Instructions to the Applicants:

The anticipated salary range for this position is $48,722 to $60,000. The final salary will be determined based on the candidate's qualifications, experience, and internal equity considerations.

If you are selected as the final candidate for an employment opportunity, both your position and salary will be significantly based upon the information that you have provided in your application for employment. We urge you to please take the time to complete the application in its entirety.

Classification Title: Executive Assistant I

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

• And more...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.

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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.