Top 15 Executive administrative assistant Jobs in Gainesville Fl

Administrative Specialist I
University of Florida —Gainesville, FL
- $26.35 - $28.74 an hour
- Full-time
- Microsoft Outlook
- Customer service
- 5 years
- Disability insurance
- Dental insurance
6d
Administrative Specialist III
University of Florida —Gainesville, FL
- $75,000 - $80,000 a year
- Full-time
- Microsoft Word
- Microsoft Excel
- Microsoft Outlook
- Travel reimbursement
1d
Executive Assistant
Foresight —Gainesville, FL
- Microsoft Excel
- Microsoft Outlook
- Mid-level
- Paid training
- Disability insurance
Executive Assistant & HR Specialist
Regenerative Biologics, Inc. —Alachua, FL
- $48,000 - $65,000 a year
- Full-time
- Google Workspace
- Mid-level
- Office
- Health insurance
- Dental insurance
Quick Apply
12d
Executive Assistant
Partnership for Strong Families, Inc. —Gainesville, FL
- $21.63 - $24.04 an hour
- Online Application
- 5 years
- Mid-level
- Office
Administrative Assistant II
University of Florida —Gainesville, FL
- $18 - $21 an hour
- Full-time
- Microsoft Excel
- Microsoft Outlook
- Computer literacy
5d
Executive Assistant
Foresight Construction Group —Gainesville, FL
- Full-time
- Microsoft Excel
- Microsoft Outlook
- Mid-level
- Paid training
- Disability insurance
Quick Apply
Executive Assistant
PARTNERSHIP FOR STRONG FAMILIES INC —Gainesville, FL
- $21.63 - $24.04 an hour
- Full-time
- 5 years
- Research
- Mid-level
Quick Apply

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Administrative Specialist I

University of Florida -
Gainesville, FL

Apply Now

Job Details

Full-time
$26.35 - $28.74 an hour
6 days ago

Benefits

Disability insurance
Dental insurance
Pension plan
Parental leave
Vision insurance

Qualifications

Customer service
Driver's License

Full Job Description

JOB NO:

540830

WORK TYPE:

Staff Full-Time

LOCATION:

Main Campus (Gainesville, FL)

CATEGORIES:

Office/Administrative/Fiscal Support, Veteran's Preference Eligible

DEPARTMENT:

32010100 - PH-COP DEAN'S OFFICE

CLASSIFICATION TITLE:

Administrative Specialist I

CLASSIFICATION MINIMUM REQUIREMENTS:

Bachelor's degree; or an equivalent combination of education and relevant experience.

JOB DESCRIPTION:

The College of Pharmacy at UF is recruiting for an Administrative Specialist I to provide advanced administrative and operational support within the College of Pharmacy Dean’s Office. This position exercises independent judgment in managing complex administrative tasks, coordinating activities, and supporting multiple senior leaders in a fast-paced, high-visibility environment. The role requires daily, on-campus presence to support leaders, faculty, staff, students, visitors, meetings, events, committees, and other essential office operations.

The incumbent provides direct administrative support to multiple Dean’s Office senior leaders (4 total), delivering coordinated support across functional areas including student affairs, academic programs, clinical education, and assessment activities. Responsibilities include calendar management, meeting and event coordination, communications, and support of programmatic and operational initiatives.

This position reports to the Strategic Project Manager and provides project coordination and administrative support for strategic initiatives, including tracking and assessment of the College’s Strategic Plan using Smartsheet and other tools.

The role works independently under general supervision and serves as a key contributor to the overall effectiveness, coordination, and continuity of the Dean’s Office.

Duties Include:

Executive and Leadership Support
Executive and Leadership Support (4 Dean-Level Leaders)
Provides comprehensive administrative and coordination support across multiple Dean’s Office leadership areas, ensuring consistency, efficiency, and alignment across functions. The Administrative Assistant provides essential on-campus, in-person support for all core functions. Daily presence during standard business hours is critical to ensure the most effective support of the Dean’s Office, Associate Deans, Assistant Deans and the broader college community.

Core responsibilities include:

Managing complex calendars across multiple leaders with competing priorities
Coordinating meetings, events, and logistics involving faculty, students, staff, and external stakeholders
Preparing correspondence, reports, presentations, and meeting materials
Tracking action items, deadlines, and follow-ups across leadership areas
Coordinating travel and reimbursement processes
Maintaining confidentiality of sensitive academic and administrative information

Functional support spans across:

Student- and program-related activities and events
Curriculum and academic program coordination, including committees and reporting
Clinical and experiential education coordination
Assessment, accreditation, and program evaluation activities

Office Coordination & Operational Support

Supports coordination of shared administrative processes across multiple leadership areas
Tracks deadlines and deliverables across academic, student, and program functions
Serves as a liaison across Dean’s Office units and departments
Coordinates logistics for meetings, events, and visitors
Maintains documentation, records, and reporting tools to support operations
Provides back-up, administrative, and operations support to the Dean’s Office

Project & Strategic Support
Project Coordination & Strategic Initiative Support

Provides direct administrative and coordination support to the Strategic Project Manager
Supports tracking, implementation, and assessment of the College’s Strategic Plan
Utilizes Smartsheet and other tools to:
- Track strategic initiatives, milestones, and deliverables
- Maintain dashboards and reporting structures
- Support data collection, analysis, and progress reporting
- Monitor timelines
Assists with coordination of cross-functional projects including:
- Accreditation and self-study initiatives
- Assessment cycles and program evaluation efforts
- Dean’s Office strategic and operational priorities

EXPECTED SALARY:

$26.35-$28.74 per hour, commensurate with education and experience.

Employment Benefits include:

Health Insurance: UF participates in state- and university-sponsored benefits programs for individuals, families and domestic partners, and offers voluntary insurance that includes vision, dental, long-term disability and more.

Retirement Options: Attractive options include Florida Retirement System Pension Plan, State University System Optional Retirement Program, Florida Retirement System Investment Plan, and Voluntary Retirement Savings Plan.

Leave: UF Faculty and Staff enjoy a generous paid leave plan as well as access to a sick-leave pool, maternity/paternity leave, and leave payouts.

To learn more visit: hr.ufl.edu/benefits

REQUIRED QUALIFICATIONS:

Bachelor's degree; or an equivalent combination of education and relevant experience.

Valid driver's license.

PREFERRED:

The ideal candidate will possess:

Five years of UF Administrative support experience to faculty leaders
Advanced proficiency in Smartsheet, including development of dashboards, workflow automation, and reporting tools to support strategic planning, project tracking, and operational assessment
Ability to set priorities and work with interruptions, little supervision, and initiative
Ability to effectively complete high-pressure, time-sensitive tasks
Ability to triage, set priorities independently, and work under pressure
Taking the initiative to organize and manage conflicting goals and agendas
Possess skills of tact, poise, diplomacy, and hospitality, with a diverse population in a demanding environment
Knowledge of appropriate state of Florida, College of Pharmacy, and University of Florida rules and regulations
Critical thinking skills, analytical and problem-solving skills
Ability to maintain confidentiality and make independent decisions
Must understand and practice excellent customer service
Must possess a professional attitude conveyed in all interactions, communications, and appearance—ability to establish and maintain effective working relationships with faculty, administrative staff, and other campus departments. Effectively collaborating with individuals of all levels and diverse backgrounds
Self-motivation and the ability to work independently
Strong interpersonal skills (teamwork, responsibility, patience, empathy, and leadership)
Experience in Outlook, Word, PowerPoint, WordPress, Excel, Qualtrics and the aptitude to learn and become efficient in new software as required

SPECIAL INSTRUCTIONS TO APPLICANTS:

To be considered, you must upload your cover letter, resume, list of three professional references, and any certifications (i.e., Smartsheet, WordPress, TEAMS, etc.).

Interviews will be conducted in-person.

Application must be submitted by 11:55 p.m. (ET) of the posting end date.

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 our Veteran's Preference Page for more specific information.

HEALTH ASSESSMENT REQUIRED:

ADVERTISED:

05 Aug 2026

Eastern Daylight Time

APPLICATIONS CLOSE:

19 Aug 2026

Eastern Daylight Time

Apply Now

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executive administrative assistant jobs in gainesville fl

Administrative Specialist I

Administrative Specialist III

Executive Assistant

Executive Assistant & HR Specialist

Executive Assistant

Administrative Assistant II

Executive Assistant

Executive Assistant

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