Executive Assistant I

Institute for Simulation and Training:

IST is a community of researchers and scholars fostering leading-edge, human-centered interdisciplinary research in emergent technologies. We are educators producing the next generation of leaders. We are partners and collaborators coming together with other forward-thinking organizations ready to take on the world's toughest challenges. Our focus on simulation touches virtually every industry sector, and that connection provides boundless opportunity for our students, faculty/staff and partners. We engineer solutions using the advanced and emerging technologies to develop a wide variety of simulations and software.

The Opportunity:

UCF has an exciting opportunity to provide direct executive-level administrative support to the Executive Director of the Institute for Simulation and Training (IST) within the Pegasus Research Institute (PRI). The Executive Assistant I performs a broad range of administrative and clerical functions, including managing complex calendars, coordinating meetings, preparing documents and reports, and serving as a primary point of contact for visitors, faculty, staff, and external partners. This role supports daytoday executive operations by organizing information, coordinating schedules, and maintaining effective communication and workflow. The Executive Assistant I position is well suited for a highly organized professional who demonstrates professionalism, discretion, and a strong customer service mindset in a fastpaced environment.

Responsibilities:

• Serves as the main point of contact and makes decisions regarding scheduling Executive Director (ED) meetings and appointments.

• Identifies when external (to the Institute) meetings require an internal preparation meeting and schedules both types of meetings accordingly.

• Prepares and arranges meeting agendas; records meeting minutes; and coordinates space and location needs, reserved parking, travel accommodations, and catering as needed.

• Coordinates special events for faculty and staff upon request and follows up on ED action items to collect necessary information and documents.

• Creates daily agendas for the ED; establishes and maintains filing and organizational systems; files materials as needed.

• Fields phone calls on behalf of the ED; directs clients to appropriate Institute contacts when applicable.

• Completes Workday processes as needed.

Minimum Qualifications:

Bachelor's or Master's degree and 2+ years of relevant experience or an equivalent combination of education and experience pursuant toFla. Stat. 112.219(6).

Preferred Qualifications:

• Prior experience in a customer service-oriented or administrative support role, demonstrating the ability to defuse tension, respond courteously to inquiries, and interact professionally with a wide range of internal and external stakeholders.

• Advanced proficiency in Microsoft Office applications (Outlook, Word, Excel, and PowerPoint), including calendar management, document preparation, and basic reporting.

• Demonstrated ability to apply critical thinking skills, exercise sound judgment, and work independently while managing multiple competing priorities.

• Experience coordinating and partnering with multiple departments within a large organization or university environment to support critical and complex administrative needs.

• Proven organizational skills with experience managing executive calendars, scheduling meetings, and maintaining accurate records or filing systems.

• Strong written and verbal communication skills, with experience preparing professional correspondence, agendas, or meeting materials.

• Ability to handle confidential or sensitive information with discretion and professionalism.

• Familiarity with enterprise administrative systems or databases (e.g., Workday or similar), or the ability to quickly learn new systems.

Additional Application Materials Required:

Submission of a resume in addition to the application is strongly encouraged.

Special Instructions to the Applicants:

Position requires a valid Class E driver's license. This position may involve driving to various locations on and off campus to conduct University business.

The anticipated salary range for this position is $48,722 - $59,684. The final salary will be determined based on the candidate's qualifications, experience, and internal equity considerations.

All applicants mustbe authorized towork for any U.S. employer. Visa sponsorship is not available for this position, and the university cannot accommodate H1B transfers or employment-based visa processing for individuals currently sponsored by another employer.

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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.