Executive Assistant 126470
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Job no: 496221
Work type: Staff Full-time
Location: Pensacola - Main Campus
Categories: Clerical/Office Support
Please review job requirements carefully. Failure to submit all pieces of the application may result in disqualification. Applications are accepted on the University of West Florida career site: https://careers.uwf.edu. For assistance contact UWF Human Resources at 850.474.2694 or jobs@uwf.edu.
Employment based visa sponsorship will NOT be considered for this position.
POSITION DETAILS
Position Number: 126470
Classification Title: Executive Assistant
Working Title: Executive Assistant
Department: University President
FLSA Status: Exempt
Salary Range: $65,447 - $75,000
Pay Basis: Annually
POSITION OVERVIEW
JOB SUMMARY:
The Executive Assistant provides administrative support for the Office of the President including crucial specific assistance to the President, managing presidential office calendaring, travel, and correspondence to include typing and proofreading, and overseeing JIRA president speaker request forms. The incumbent will also help with meeting preparations and will take and distribute minutes.
The Executive Assistant assists with Presidential office management to include monitoring and ordering office supplies including in-kind items and VIP gifts, maintaining organized and accessible electronic and paper records and files, processing records management requests, initiating purchase order requisitions, submitting office work and supply orders, processing university direct payment requests, responding to foundation requests and initiating approval, processing PCard purchasing and approvals, reimbursements, and web invoicing, as well as other administrative support duties as required.
MINIMUM QUALIFICATIONS:
Masters degree in an appropriate area of specialization and three years of appropriate experience; or a bachelors degree in an appropriate area of specialization and five years of appropriate experience. Additional college course work may substitute at an equivalent rate for the required experience.
POSITION QUALIFICATIONS:
Knowledge of the University structure;
A broad range of high level executive support experience, preferably in higher education or public institutions;
Solid experience managing executive calendaring;
Demonstrated leadership skills; ability to both lead and serve on a team;
Ability to effectively manage time and priorities;
Ability to diplomatically and successfully manage multiple competing priorities;
Strong organization skills;
Ability to analyze and make decisions with limited information;
In-depth understanding of administrative processes;
Has a high degree of sensitivity, confidentiality and diplomacy.
PREFERRED QUALIFICATIONS:
Strong executive calendaring and travel booking and expense report processing experience.
Experience managing executive calendaring for multiple entities.
Experience working with a variety of vendors, team members, and executive service staff.
Four to six years working in C-Suite Office.
Two to four years managing Zoom video conferencing.
Proficiency in office computer and software programs including Google Suite, Microsoft Office Suite, video conferencing platforms (Zoom, Google Meet, etc.).
Experience with state and university platforms and procedures to include Terminal 4, Concur, Pcard, and JIRA.
Knowledge of state and university policies and governance; university hiring, personnel processes, and Human Resource procedures.
ESSENTIAL FUNCTIONS/JOB DUTIES:
- 40% - Serves as a point of contact for the Office of the President with UWF Departments and external agencies by serving as the front desk receptionist. Manages daily front desk operations including scheduling lunch coverage and back up coverage. Serves as the primary assistant to the President’s office, manages calendaring, travel, meeting preparation, signature items. Greets guests, answers phones (routes calls, takes and relays messages, responds to inquiries), and provides assistance and direction to office guests. Manages mail received (log-in/out, scan, track, distribute). Exercises signature authority for various office transactions (e.g., receipt of office supplies and mail). Approves conference room reservations. Confirms the President’s meeting appointments. Scans the President’s Office outbound documents and logs. Tracks presidential requests to serve alcohol and delegations of authority. Monitors office inventory and property management records, supplies, VIP gifts, and coke in-kind orders. Reviews, labels, and forwards for action the President’s Office emails daily. Assists with correspondence and logistics related to Presidential events including @uwf announcements, UWF events calendar, supply purchasing, reservations, and correspondence. - (Essential)
- 35% - Provides support for the Office of the President to include file preparation, agenda/meeting preparation, catering coordination, and assistance with zoom. Assists with the initiation and logging of Direct Pay requests, concessions requests, Foundation web invoices, and purchase requisitions. Assists with correspondence distribution (Promotion & Tenure letters, committee appointments, inauguration well-wishes, and special events). Confirms event dates, times and locations with host/requestor, corresponds with host/requestor to ensure information is accurate and current. Assists with the ERAP certificates and application of seals. Provides assistance with meeting preparations, minute taking and distribution, and meeting room confirmation. Manages creation of communications to all constituents, including thank you letters, invitations to events and follow-ups (e.g. surveys), RSVPs, birthday cards, promotion and tenure letters, condolence letters, emeritus letters, inauguration well-wishes and other communications as assigned. Coordinates individual projects assigned by the Chief of Staff as needed. - (Essential)
- 25% - Manages travel for the Office of the President. Serves as a back-up to the Board of Trustees Coordinator for scheduling or rescheduling meetings, booking and planning travel and meeting preparation for the Board of Trustees. Places catering orders for the President’s Office. Prepares records retention/disposition forms for records management purposes. Submits work orders. Maintains and updates phone lists. Monitors paper supplies for copier and reorders. Ensures the President’s Office lobby area, President’s conference rooms, and kitchen have appropriate supplies and are well-organized. Ensure literature and brochures are updated frequently in the President’s Office lobby. Oversees maintenance of plants. Oversees golf cart management. Assists office staff as directed by supervisor. Other duties as assigned. - (Essential)
PHYSICAL DEMANDS:
- Physical Requirements: Occasional and/or light lifting required. Limited exposure to elements such as heat, cold, noise, dust, dirt, chemicals, etc., but none to the point of being disagreeable. May involve minor safety hazards where likely results would be cuts, bruises, etc.
- Impact of Deadlines: Externally imposed deadlines set and revised beyond one’s control. Interruptions influence priorities. Difficult to anticipate nature or volume of work with certainty beyond a few days.
- Standing: Frequently
- Walking: Frequently
- Sitting: Daily
- Reaching with hands and arms: Daily
- Climbing or balancing: Occasionally
- Stooping: Occasionally
- Use of hands to handle objects: Frequently
- Lifting up to 10lbs: Daily
- Lifting up to 25lbs: Occasionally
- Lifting over 25lbs: Occasionally
- Talking as express or exchange of ideas verbally: Daily
- Hearing as perceive sound by ear: Daily
- Vision as distinguish colors & depth: Daily
Special Requirements or Considerations of the Job:
- This position requires a criminal background screen.
- This position requires fingerprinting.
Special Instructions to Applicants: Candidates must apply online through the University of West Florida website: https://careers.uwf.edu. Applicants are required to attach a resume, cover letter and contact information for three references. An opportunity to upload these documents will be provided during the application process. For assistance, please contact Human Resources at 850.474.2694 or email jobs@uwf.edu.
ADDITIONAL POSTING DETAILS
Number of Vacancies: 1
Work Hours: 8:00am - 5:00pm
FTE: 1.0
Closing Date: 10/17/2025
The University of West Florida is an Equal Opportunity/Access/Disabled/Veteran employer. Any individual requiring special accommodation to apply is requested to advise UWF by contacting UWF Human Resources at 850.474.2694 (voice) or 850.857.6158 (TTY). E-Verify is required for employment. All applications for employment at the University are subject to Florida public records law.
Advertised:
Applications close:
Human Resources
11000 University Parkway
Building 20E, Room 117
Pensacola, FL 32514
Hours of Operation
Monday - Friday
8 a.m. - 5 p.m.