1. Calendar and Priority Management 
•           Manage and maintain the Director’s calendar, including scheduling meetings with faculty, staff, and UF administrative offices
•           Help prioritize requests and ensure alignment of time with key priorities
•           Anticipate scheduling conflicts and proactively propose solutions
2. Meeting Coordination and Follow-Through 
•           Coordinate meetings, including scheduling, agendas, and materials
•           Prepare brief background information for meetings as needed
•           Track action items and follow up to ensure completion
3. Communication Support 
•           Draft routine correspondence on behalf of the Director
•           Route requests and inquiries to appropriate individuals or offices
•           Monitor and help manage incoming requests to ensure timely responses
•           Manages sensitive information related to the Director’s office.
4. Coordination Across Whitney 
•           Help connect efforts across research, operations, education, and outreach where needed
•           Assist in maintaining clear lines of communication across the organization
5. Visitor and Event Coordination (Director-Level) 
•           Coordinate logistics for visits involving faculty candidates, collaborators, and UF partners
•           Support planning and execution of small to mid-scale events involving the Director
•           Ensure visits and events are well organized and run smoothly
6. Project Tracking (Developing Over Time) 
•           Assist in tracking key initiatives and priorities for the Director
•           Maintain simple systems to monitor progress and flag items needing attention
•           Support preparation of materials related to strategic initiatives
•           Gathers data, conducts research, and prepares materials to assist the executive’s decision-making during meetings or discussions.

Bachelor’s degree and three years of relevant experience or an equivalent combination of education and experience.

2+ years of administrative or executive support experience, preferably supporting senior leadership

Advanced proficiency in Microsoft Office Suite (especially Outlook, Excel, and PowerPoint)

Experience managing complex calendars, coordinating meetings, and handling travel arrangements

Strong written and verbal communication skills, with experience drafting professional correspondence

Demonstrated ability to handle confidential information with discretion and professionalism

Experience preparing reports, presentations, or briefing materials

Strong organizational skills with the ability to prioritize tasks and manage multiple deadlines

Customer service mindset with the ability to interact effectively with internal and external stakeholders