Executive administrative assistant jobs in Gainesville, FL

Job Description We're seeking a dedicated Executive Assistant to support our Director of Operations in Ocala, Florida. This is a full-time, on-site position with occasional travel (approximately 20% per month) to support operational needs across locations. As the right hand to our Director of Operations, you'll play a key role in keeping priorities on track, coordinating day-to-day activities, managing schedules, communications, and ensuring seamless execution of strategic initiatives. Role and Responsibilities Administrative Management Maintain and coordinate the executive's calendar, prioritizing appointments and resolving scheduling conflicts. Prepare, proofread, and edit correspondence, reports, and presentations. Organize and maintain files, records, and documentation in compliance with healthcare regulations. Communication & Stakeholder Coordination Act as the primary liaison between the executive and internal/external stakeholders, including healthcare professionals, staff, and patients. Draft and manage high-level communications, ensuring timely responses and consistent messaging. Screen and prioritize incoming calls, emails, and requests Respond to emails as designated Delegate emails to others and follow up for completion Screen and prioritize emails. Operational Oversight Facilitate smooth daily operations by anticipating the needs of the executive and addressing challenges proactively. Coordinate travel arrangements, including itineraries, accommodations, and transportation. Manage expense reports, invoices, and budget tracking for the executive's office. Meeting & Event Coordination Schedule, plan, and coordinate meetings, including virtual and on-site engagements. Prepare agendas, presentations, and briefing materials for meetings and follow-up on actionable items. Organize and oversee special events, including departmental retreats and stakeholder engagements. Project and Initiative Support Assist the executive with managing projects, ensuring timely delivery of milestones. Track progress, handle follow-ups, and resolve issues related to project timelines and goals. Research and analyze data to support strategic decision-making and prepare detailed reports. Confidentiality Ensure that all activities comply with organizational policies and healthcare regulations. Executive level knowledge to keep confidential . Qualifications and Education Requirements Bachelor's degree in Business Administration, Healthcare Administration, or a related field preferred. 3+ years of proven experience as an executive assistant, preferably in the healthcare sector. Strong proficiency in Google Suite and scheduling tools. Familiarity with healthcare terminology, HIPAA regulations, and industry practices is an advantage. Outstanding organizational, time-management, and multitasking abilities. Excellent written and verbal communication skills. Preferred Skills High level of discretion and professionalism in handling confidential matters. Strong problem-solving skills and adaptability in a dynamic environment. Proactive, self-motivated, and capable of anticipating needs. Excellent interpersonal skills and ability to interact with individuals at all organizational levels.

The Administrative Assistant II serves as an assistant to the faculty of the Department of Neurology, College of Medicine. This is a highly professional position that requires the individual to perform a broad range of administrative duties, including scheduling and maintaining calendars, meetings, and travel itineraries; triaging a high volume of calls; coordinating visitors, including travel arrangements and itineraries; assisting with confidential and routine correspondence, evaluations, reports, and emails; and regularly updating CVs and bibliographies. The individual in this role is expected to work with minimal supervision, be proactive in managing assignments and following guidelines, demonstrate strong attention to detail, communicate concisely when appropriate, and possess the ability to successfully manage competing and changing priorities. This role is ideal for candidates with administrative experience in an academic medical environment, providing support to physicians, faculty, or leadership, and with proficiency in Microsoft Office 365 (Outlook, Excel, PowerPoint, Word, and Publisher). About This Role: This position provides administrative support to the division chief of the General/MS/Neuromuscular Division, faculty in the General/MS/Neuromuscular Division and various other faculty needed. Serves as the primary contact and liaison for the Division of Neuromuscular/General/MS Neurology Chief and faculty. Responsible for managing faculty and division calendars, including determination of priorities for all regularly-scheduled and unique meetings and appointments. Schedule and organize monthly and other recurring faculty meetings. Coordinates meetings and events including location arrangements and creating and distributing invitations, related correspondence, agendas, and other related materials. Prepares agenda for and compiles minutes from monthly division meetings for disbursement to divisional faculty and staff. Compile, maintain, and distribute program/division call schedules, rotation schedules, and conference schedules. Responsible for reviewing attending listings in Amion and Epic and clinic schedules each week to ensure accuracy with division and faculty calendars. Responsible for ensuring master calendar is kept up to date with changes in schedule. Supports mobile clinic maintenance. Responsible for processing leave requests, travel authorizations, purchase orders/reimbursement requests, expense reports and other paperwork as needed for the division chief and faculty. Work with clinic staff to close/reschedule clinics as needed. Coordinates travel arrangements including transportation, accommodations, conference registration, and itineraries aligned with UF and departmental policies. Collects and provides all travel receipts and information to department fiscal team for payment and/or reimbursement or to sponsoring agency if travel is funded from outside sources. Assists with confidential and routine correspondence, tenure and promotion packets, CVs, evaluations, credentialing at other locations, and reports. This includes proof reading, editing, copying, and record keeping. Compiles data and information from multiple sources to prepare reports. Responsible for requesting business cards, lab coats, door tags, etc. Provides administrative support to Principal Investigators within division regarding lab set up, orders, etc. Liaison with UF Health Communications and department Communications Assistant to keep division website, and UF Health websites up to date, including faculty pages as they relate to the division. Coordinate with UF Health Communications regarding any marketing needs. Division Administrative Support Provides general office support including greeting walk-ins, tracking supply inventory and requesting replenishments as needed, covering main phone lines with administrative assistant team, picking up and distributing mail, maintaining division meeting room, and supporting other staff as needed. As part of the main phone line coverage and front desk coverage for the division, directs patient calls as needed to the Patient Access Center and works with faculty on direct peer to peer calls regarding patients. Actively participates as a member of the administrative assistant team. Attends weekly administrative assistant team meetings and other related meetings. Provides primary back-up support to the Movement Division Administrative Assistant. Also provides support to other areas as needed. Rotates in providing MBI holiday coverage with administrative assistant team. Takes initiative to find ways to enhance the support provided to the division and actively collaborates with the administrative assistant team. Works as a collaborative team member with department staff. Responsible for maintaining knowledge of policies and procedures related to the role. Proactively works with other areas in the department to navigate questions and resolve complex issues. Recruitment, Guest, and Event Support Assist search committees in all aspects of recruiting including travel and lodging, scheduling seminars and interview schedules (itineraries). Generate and distribute itineraries, announcements, room and audiovisual scheduling, and candidate assessment requests. Establish contact with school administrators, real estate agents, and other community resources. Assist with the interview schedules (itineraries) for advanced practice providers and other staff members as needed. Assists with onboarding new faculty and staff to ensure a smooth transition to the university and area. Travel may be required a several times a year, including escorting candidates to UF and Gainesville-based locations. Organize division related-events including invited guest speakers, outreach events, think tanks, symposiums, graduations, social events, and others. This may include finding a conference space, hotel blocks, catering, rentals, invitations, itinerary, set-up and breakdown support, etc. Arrange speaker reimbursement, lodging and honorarium in collaboration with the department fiscal team. We Offer Exceptional Benefits Low-cost State Health Plans: Medical, Dental, and Vision Insurance Life and Disability Insurance Generous Retirement Options to secure your future Comprehensive Paid Time Off Package including over 10 paid holidays, as well as paid family, sick and vacation leave Exceptional Personal and Professional Development Opportunities: Access to UF Training & Organizational Development programs, leadership development, LinkedIn Learning, and more Tuition Assistance through the UF Employee Education Program Public Service Loan Forgiveness (PSLF) Eligible Employer Learn more about what we have to offer here! About the City of Gainesville Home to the University of Florida, one of the nation's top public universities, Gainesville offers vibrant academic and healthcare communities alongside an affordable cost of living, no state income tax, and mild winters. Enjoy the outdoors with over 30 miles of bike trails, freshwater springs, and numerous water activities, plus easy access to beaches and world-class theme parks. Gainesville combines historic charm with modern amenities, including a great school system, a lively downtown, and a thriving local culture with farmers' markets and craft breweries. Discover professional growth and quality of life in Gainesville-where community, innovation, and work-life balance meet! For more information, check out: The Guide to Greater Gainesville and Explore Gainesville in 60 seconds Expected Salary: $22.50 - $24.04 per hour Minimum Requirements: High school diploma or equivalent and four years of relevant experience. Preferred Qualifications: The ideal candidate will possess: Advanced knowledge of modern office practices and procedures including word processing, database management, excellent oral and written communication skills, ability to deal sensitively with many types of people, and excellent attention to detail. Proficiency using Microsoft Office 365 (Outlook, Excel, PowerPoint, Word, Publisher), Adobe Acrobat, and Zoom. Strong organization, time management, interpersonal, communication, and problem-solving skills. Experience within an academic medical environment providing administrative support to physicians, faculty, or leadership. Knowledge is call and clinic schedules helpful. Present a professional demeanor and attitude, including maintaining a high level of confidentiality related to sensitive materials and issues. Valid driver's license and access to a personal vehicle. Special Instructions to Applicants: To be considered, please upload the following documents with your application: Cover Letter Resume Contact information for three professional references 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. If an accommodation due to a disability is needed to apply for this position, please call ************ or the Florida Relay System at ************ (TDD). Application must be submitted by 11:55 p.m. (ET) of the posting end date. Health Assessment Required: No

The College of Medicine Pediatric Neurology division is currently recruiting for a full-time OPS Administrative Assistant. Join the team in supporting daily administrative functions of office operations. Duties include: Calendar & Schedule Management Maintain and update the division-wide calendar with current and upcoming events. Send preliminary monthly invites and weekly calendars with updated leave information. Update on-call schedules and notify physicians of changes as needed. Meeting Coordination Prepare agendas, send Outlook invites, and follow up with reminder emails. Attend division and faculty meetings to take and distribute meeting minutes. Support weekly administrative meetings with the Chief and Division Administrator, including agenda prep and follow-up communication. Leave & Clinic Coordination Process faculty, APP, and resident leave requests. Coordinate clinic closures and patient rescheduling with clinical staff. Maintain internal leave tracking logs and notify payroll for documentation. Expected Salary: $19.88 to $20.83 per hour; commensurate with experience Minimum Requirements: High school diploma or equivalent and one year of appropriate experience or an equivalent combination of education and experience. Preferred Qualifications: Administrative support experience including Outlook Calendar Management experience Hosting Zoom meetings Experience Taking meeting minutes Special Instructions to Applicants: To be considered for this position, please include a cover letter, resume, and a list of professional reference with your online application form. This requisition has been reposted. Previous applicants are still under consideration and need not apply. Application must be submitted by 11:55 p.m. (ET) of the posting end date. Health Assessment Required: No

The Department of Neurology, Division of Neurocritical Care, is seeking a detail-oriented candidate for an Administrative Support Assistant II position to provide administrative support to the Division Chief, faculty, and other staff as needed. Responsibilities include scheduling and maintaining calendars, meetings, and travel itineraries; triaging a high volume of calls; coordinating visitors, including travel arrangements and itineraries; assisting with confidential and routine correspondence, evaluations, reports, and emails; and regularly updating bibliographies and biosketches. The individual in this role is expected to work with minimal supervision, be proactive in managing assignments and following guidelines, demonstrate strong attention to detail, communicate concisely when appropriate, and possess the ability to successfully manage competing and changing priorities. This role is ideal for candidates with administrative experience in an academic medical environment, providing support to physicians, faculty, or leadership, and with proficiency in Microsoft Office 365 (Outlook, Excel, PowerPoint, Word, and Publisher). About This Role: Division Chief and Faculty Support Serves as the primary contact and liaison for the Division of Neurocritical Care Division Chief and faculty members. Manages faculty calendars, including determination of priorities for all regularly-scheduled and unique meetings and appointments. Coordinates meetings and events including correspondence, location, and agenda. Works with other departmental and hospital staff to convey and maintain inpatient call schedules. Coordinates travel arrangements including transportation, accommodations, and itineraries. Assists with confidential and routine correspondence, evaluations, and reports. Prepares agenda for and compiles minutes from monthly division meetings for disbursement to divisional faculty and staff. Supports annual divisional training course ENLS (Emergency Neurological Life Support). Maintains inventory of office supplies and requests orders/restocks, as necessary. Ensures information regarding division is accurate on website. Recruitment, Guest, and Event Support Arranges travel, accommodations, itineraries, and meetings for faculty candidates and other division guests. Provide event support for faculty searches, dignitaries, VIPs, selected invited guest speakers, departmental development, alumni and social events, to include arrangements for catering, invitations, etc. May coordinate large scale events in collaboration with faculty such as symposiums for the division. Assists with onboarding new faculty to ensure a smooth transition to the university and area. Travel may be required a few times a year, including escorting candidates to Gainesville-based locations. Call Schedule Maintenance for Neurocritical Care Division Working with the division faculty, assists with creation of yearly call schedule and entry into EPIC. Manages changes throughout the year in EPIC. Administrative Office Support Assist in answering main line calls with the administrative group. Rotates in mail collection/distribution schedule. Greets/assists visitors to the main Neurology Administrative Offices in the MBI. We Offer Exceptional Benefits Low-cost State Health Plans: Medical, Dental, and Vision Insurance Life and Disability Insurance Generous Retirement Options to secure your future Comprehensive Paid Time Off Package including over 10 paid holidays, as well as paid family, sick and vacation leave Exceptional Personal and Professional Development Opportunities: Access to UF Training & Organizational Development programs, leadership development, LinkedIn Learning, and more Tuition Assistance through the UF Employee Education Program Public Service Loan Forgiveness (PSLF) Eligible Employer Learn more about what we have to offer here! About the City of Gainesville Home to the University of Florida, one of the nation's top public universities, Gainesville offers vibrant academic and healthcare communities alongside an affordable cost of living, no state income tax, and mild winters. Enjoy the outdoors with over 30 miles of bike trails, freshwater springs, and numerous water activities, plus easy access to beaches and world-class theme parks. Gainesville combines historic charm with modern amenities, including a great school system, a lively downtown, and a thriving local culture with farmers' markets and craft breweries. Discover professional growth and quality of life in Gainesville-where community, innovation, and work-life balance meet! For more information, check out: The Guide to Greater Gainesville and Explore Gainesville in 60 seconds Expected Salary: $22.50 - $24.04 per hour Minimum Requirements: High school diploma or equivalent and four years of relevant experience or an equivalent combination of education and experience. Preferred Qualifications: The ideal candidate will possess: Experience within an academic medical environment providing support to physicians, faculty, or leadership. Advanced knowledge of routine office practices and procedures. Proficiency using Microsoft Office 365 (Outlook, Excel, PowerPoint, Word, Publisher), Adobe Acrobat, and Zoom Excellent communication, organizational, and relationship-building skills. Proven ability to: Present a professional demeanor and attitude, including maintaining a high level of confidentiality related to sensitive materials and issues Compose professional correspondence and proofread. Complete assignments accurately and with attention to detail. Exercise sound judgment when completing tasks and making critical decisions. Comfortability with learning and implementing new computer programs/software Special Instructions to Applicants: To be considered, please upload the following documents with your application: Cover Letter Resume Contact information for three professional references 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. If an accommodation due to a disability is needed to apply for this position, please call ************ or the Florida Relay System at ************ (TDD). Application must be submitted by 11:55 p.m. (ET) of the posting end date. Health Assessment Required: No

The Department of Neurology, Division of Neurovascular and Division of Aging, Behavioral, and Cognitive, is seeking a detail-oriented candidate for an Administrative Support Assistant II position to provide expert administrative support to the Division Chief, division faculty, and other division staff as needed. Responsibilities include scheduling and maintaining calendars, meetings, and travel itineraries; triaging a high volume of calls; coordinating visitors, including travel arrangements and itineraries; assisting with confidential and routine correspondence, evaluations, reports, and emails; and regularly updating CVs and bibliographies. The individual in this role is expected to work with minimal supervision, be proactive in managing assignments and following guidelines, demonstrate strong attention to detail, communicate concisely when appropriate, and possess the ability to successfully manage competing and changing priorities. This role is ideal for candidates with administrative experience in an academic medical environment, providing support to physicians, faculty, or leadership, and with proficiency in Microsoft Office 365 (Outlook, Excel, PowerPoint, Word, and Publisher). About This Role: Neurovascular and ABC Division Chief, Associate Chairs, and Faculty Support Serves as the primary contact and liaison for the Division of Neurovascular Chief and faculty, which includes the Associate Chair of Education and the Associate Chair of Regional Strategic Integration. Maintain a professional, inviting environment for the office. Also serves as primary contact and liaison for the Division of Aging, Behavioral, and Cognitive Chief and faculty. Responsible for managing faculty and division calendars, including determination of priorities for all regularly-scheduled and unique meetings and appointments. Schedule and organize monthly and other recurring faculty meetings. Coordinates meetings and events including location arrangements and creating and distributing invitations, related correspondence, agendas, and other related materials. Prepares agenda for and compiles minutes from monthly division meetings for disbursement to divisional faculty and staff. Compile, maintain, and distribute program/division call schedules, rotation schedules, and conference schedules. Responsible for reviewing attending listings in Amion and Epic and clinic schedules each week to ensure accuracy with division and faculty calendars. Responsible for ensuring master calendar is kept up to date with changes in schedule. Supports mobile clinic maintenance. Responsible for processing leave requests, travel authorizations, purchase orders/reimbursement requests, expense reports and other paperwork as needed for the division chief and faculty. Work with clinic staff to close/reschedule clinics as needed. Coordinates travel arrangements including transportation, accommodations, conference registration, and itineraries aligned with UF and departmental policies. Collects and provides all travel receipts and information to department fiscal team for payment and/or reimbursement or to sponsoring agency if travel is funded from outside sources. Assists with confidential and routine correspondence, tenure and promotion packets, CVs, evaluations, credentialing at other locations, and reports. This includes proof reading, editing, copying, and record keeping. Compiles data and information from multiple sources to prepare reports. Responsible for requesting business cards, lab coats, door tags, etc. Provides administrative support to Principal Investigators within division regarding lab set up, orders, etc. Liaison with UF Health Communications and department Communications Assistant to keep division website, and UF Health websites up to date, including faculty pages as they relate to the division. Coordinate with UF Health Communications regarding any marketing needs. Division Administrative Support Provides general office support including greeting walk-ins, tracking supply inventory and request replenishments as needed, covering main phone lines with administrative assistant team, picking up and distributing mail, maintaining division meeting room, and supporting other staff as needed. As part of the main phone line coverage and front desk coverage for the division, directs patient calls as needed to the Patient Access Center and works with faculty on direct peer to peer calls regarding patients. Actively participates as a member of the administrative assistant team. Attends weekly administrative assistant team meetings, staff monthly townhall, and other related meetings. Provides primary back-up support to the Neurocritical Care Administrative Assistant. Also provides support to other areas as needed. Rotates in providing MBI holiday coverage with administrative assistant team. Takes initiative to find ways to enhance the support provided to the division and actively collaborates with the administrative assistant team. Works as a collaborative team member with department staff. Responsible for maintaining knowledge of policies and procedures related to the role. Proactively works with other areas in the department to navigate questions and resolve complex issues. Serve as building emergency contact for Neurovascular academic office in 1329 building. May coordinate emergency issues for building area in collaboration with the 1329 Building Emergency Team. Recruitment, Guest, and Event Support Assist search committees in all aspects of recruiting including travel and lodging, scheduling seminars and interview schedules (itineraries). Generate and distribute itineraries, announcements, room and audiovisual scheduling, and candidate assessment requests. Establish contact with school administrators, real estate agents, and other community resources. Assist with the interview schedules (itineraries) for advanced practice providers and other staff members as needed. Assists with onboarding new faculty and staff to ensure a smooth transition to the university and area. Travel may be required a several times a year, including escorting candidates to UF and Gainesville-based locations. Organize division related-events including invited guest speakers, outreach events, think tanks, symposiums, graduations, social events, and others. This may include finding a conference space, hotel blocks, catering, rentals, invitations, itinerary, set-up and breakdown support, etc. Arrange speaker reimbursement, lodging and honorarium in collaboration with the department fiscal team. Additional Duties Entry and maintenance of the inpatient call schedule in EPIC and Amion for department. Any other duties, as needed, to fulfill the mission and to abide by the values of the College of Medicine We Offer Exceptional Benefits Low-cost State Health Plans: Medical, Dental, and Vision Insurance Life and Disability Insurance Generous Retirement Options to secure your future Comprehensive Paid Time Off Package including over 10 paid holidays, as well as paid family, sick and vacation leave Exceptional Personal and Professional Development Opportunities: Access to UF Training & Organizational Development programs, leadership development, LinkedIn Learning, and more Tuition Assistance through the UF Employee Education Program Public Service Loan Forgiveness (PSLF) Eligible Employer Learn more about what we have to offer here! About the City of Gainesville Home to the University of Florida, one of the nation's top public universities, Gainesville offers vibrant academic and healthcare communities alongside an affordable cost of living, no state income tax, and mild winters. Enjoy the outdoors with over 30 miles of bike trails, freshwater springs, and numerous water activities, plus easy access to beaches and world-class theme parks. Gainesville combines historic charm with modern amenities, including a great school system, a lively downtown, with farmers' markets and craft breweries. Discover professional growth and quality of life in Gainesville-where community, innovation, and work-life balance meet! For more information, check out: The Guide to Greater Gainesville and Explore Gainesville in 60 seconds Expected Salary: $22.50 - $24.04 per hour Minimum Requirements: High school diploma or equivalent and seven years of relevant experience. Appropriate college course work or vocational/technical training may substitute at an equivalent rate for the required experience. Preferred: The ideal candidate will possess: Advanced knowledge of modern office practices and procedures including word processing, database management, excellent oral and written communication skills, ability to deal sensitively with many types of people, and excellent attention to detail. Proficiency using Microsoft Office 365 (Outlook, Excel, PowerPoint, Word, Publisher), Adobe Acrobat, and Zoom Strong organization, time management, interpersonal, communication, and problem-solving skills. Experience within an academic medical environment providing administrative support to physicians, faculty, or leadership. Knowledge is call and clinic schedules helpful. Present a professional demeanor and attitude, including maintaining a high level of confidentiality related to sensitive materials and issues. Valid driver's license and access to a personal vehicle. Special Instructions to Applicants: To be considered, please upload the following documents with your application: Cover Letter Resume Contact information for three professional references 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. If an accommodation due to a disability is needed to apply for this position, please call ************ or the Florida Relay System at ************ (TDD). Application must be submitted by 11:55 p.m. (ET) of the posting end date. Health Assessment Required: No

Wiginton Fire Systems is seeking a Service Administrative Assistant at our Gainesville Branch. To be considered for this position, candidates must have administrative experience in the construction industry. Those with administrative experience specifically in fire protection or the fire sprinkler trade will be regarded as highly qualified. While all applicants may apply, unqualified candidates may not be contacted. Job Description and Responsibilities: * Manage the appointments/Service calendar, ensuring appointments/inspections are accurately scheduled and rescheduled as needed. * Provides customer service as the primary interface between our Inspectors, Service Techs and Customers * Create and maintain service files in databases and branch physical files. * Coordinate efforts of technicians and administrative staff to ensure timely, efficient execution of all committed orders. * Ensure that all repair items noted on inspection reports are followed up with a quotation. * Assist in any financial-related issues as assigned. * Provide Weekly service invoicing reports to the Service Manager. * Perform all other duties as assigned. Job Requirements * High school diploma or equivalent * Admin experience in Fire Protection, Fire Sprinkler trade, or knowledge of NFPA Standards. * Exceptional organizational planning, communication, time management, and leadership skills. * Proficient in Microsoft Office. * The stamina and ability to perform mentally strenuous work for extended hours. * Experience with ERP software (Microsoft Dynamics GP preferred). * Have a clean Criminal background and MVR. * Pass a Drug Screening. Wiginton is a 100% employee-owned company. We celebrated our 50th low-drama business in 2017. Our administrative staff has been with us for an average of 10 years or more. We offer competitive pay and market-leading benefits including paid time off at 90 days, low-cost, high-quality health insurance, two retirement plans, and a great, low-drama working environment. If you are tired of finding a job and want to find a home, we are the place for you. Benefits: * Own a Piece of the Pie: Become an employee-owner and share in the company's success. This isn't just a job; it's an opportunity to build long-term wealth and directly benefit from your contributions. * Secure Your Future: Plan for a comfortable retirement with our generous 401(k) plan, complete with company matching to help your savings grow faster. * Comprehensive Health & Well-being: Enjoy peace of mind with our top-tier health, dental, vision, and life insurance coverage. We've got you covered so you can focus on what matters most. * Protection When You Need It Most: Protect your income with short-term and long-term disability insurance, which provides a safety net in case of unexpected events. * Take Control of Your Healthcare: Manage your healthcare expenses wisely with our flexible spending account, allowing you to use pre-tax dollars for eligible medical costs. * Recharge and Pursue Your Passions: Enjoy generous paid time off to relax, explore your interests, and maintain a healthy work-life balance. We value your time and want you to be your best inside and outside of work. * Get Rewarded for Your Well-being: Prioritize your health and get rewarded for it! Our Wellness Rewards program offers incentives for healthy habits, making it easier and more rewarding to live a healthy lifestyle.

Compensation $37,454.00 Annual is 11:59pm EST on January 6, 2026. The Counseling and Wellness Center at Santa Fe College (SF) offers short-term, targeted mental health counseling, crisis intervention, and referrals to community resources. The Center also conducts workshops, training sessions, presentations, and outreach activities for students, faculty, and staff. The Administrative Assistant for Counseling and Wellness Center provides direct administrative support and assists with the general coordination of day-to-day office operations including providing customer service, maintaining schedules, coordinating meetings, general bookkeeping, and other administrative support tasks. This position may supervise the work of others. Additionally, the Administrative Assistant provides calm, professional front-desk support to students who arrive in emotional or psychological distress by ensuring they are promptly connected with appropriate counseling staff, managing handoffs from faculty or staff escorts, and directing students to private or calming spaces when needed while they await assistance. Job Description Responsibilities and Duties Include: Greets visitors, answers phones, responds to inquiries, and resolves issues based on established college policies, making appropriate referrals as needed. Provides calm, professional front-desk support to students experiencing emotional or psychological distress by ensuring they are promptly connected to a Counseling Specialist. Assists in the resolution of student, employee and/or other issues based on pre-determined college policies or department practices in a calm and professional manner. Monitors and enhances the Counseling and Wellness Center's waiting area environment to ensure safety, confidentiality, and professionalism, and implements proper crisis management strategies when necessary. Performs a wide variety of administrative tasks including data entry and the drafting, editing, and revision of letters, reports, and other materials; maintains accurate databases and records. Organizes and facilitates meetings, special events, and wellness initiatives; schedules and coordinates dates and times, venues, attendance, agendas, contracts, hospitality, staffing, and facility arrangements. Performs various duties related to maintaining one or more individual schedules and coordinates travel arrangements when appropriate. May manage payroll functions including delegated approval and audit of timesheet entries for staff and student employees. Performs basic, routine bookkeeping functions related to the department budget including tracking purchases and expenditures and may assist in the budget development process. Facilitates, monitors, and/or oversees department purchasing, inventory and requisitioning of supplies and equipment. Works with the Director to prepare special reports, summaries, or replies to inquiries by compiling data and statistics from various departmental resources. May assist in the development or upkeep of the department webpage including social media and web presence. Maintains flyers, brochures, and other general information documents about the Counseling and Wellness center. Assists with training new employees, including student employees and interns, on department and college policies and procedures. May supervise and oversee the activities of student employees. Complies with all published College Rules, procedures, guidelines, and laws/regulations governing public employees, including but not limited to those related to document retention and destruction, FERPA, and confidentiality. Strictly honors the privacy, security, and confidentiality of student records and other sensitive information according to appropriate state, federal, and college regulations, policies, and procedures. Provides service excellence through courteous, informed, accessible, and professional engagement. Performs other duties as assigned. Reports to: Director, Counseling and Wellness Center QUALIFICATIONS Required: An associate's degree with two (2) years of related work experience or a combination of completed education and/or related work experience equal to four (4) years. Preferred: Experience working in a medical or mental health setting. Additional Requirements: A criminal background check will be conducted. General Knowledge, Skills, and Abilities Ability to work successfully in a multi-cultural environment. Adaptability to Change - able to be flexible and supportive, able to positively and proactively assimilate change in rapid growth environment. Communication - able to effectively communicate in a professional, diplomatic, empathetic, and tactful manner using preferred method and level as applicable to the job. Critical Thinking & Judgement - able to make well-reasoned, sensible, and timely decisions based on careful, objective review and informed analysis of available information, considerations, and other factors. Customer Service - ability to respond promptly and courteously to all questions from students and faculty, demonstrating patience and persistence when helping students with little or no computer skills. Ethics - able to demonstrate integrity, professionalism, civility, and a high degree of ethics in all job-related actions. Organization & Time Management - able to plan, schedule, and organize tasks related to the job to achieve goals within or ahead of established time frames. Problem Solving - proven skills in identifying issues, determining their cause, developing creative solutions, and following through with implementing resolutions. Relationship Management - able to personally provide high level of interactive service to others, building relationships and addressing identified needs. Results Orientation - proven ability to set and exceed established targets. Systems & Software - proficient level of knowledge of Microsoft Office and/or relevant position software programs. Detail Oriented - Proven accuracy and attention to detail. Multi-task - Ability to expeditiously organize, coordinate, manage, prioritize, and perform multiple tasks simultaneously to swiftly assess a situation, determine a logical course of action, and apply the appropriate response. Application Process: All applicants must submit a completed online SF application, a letter of intent, an up-to-date resume/curriculum vitae, and unofficial academic transcripts (if applicable) to be considered for this position. Unofficial transcripts are only accepted for review purposes, official transcripts are required prior to any offer of employment being made. If you are a retiree of the Florida Retirement System (FRS), please check with the FRS on how your current benefits will be affected if you are re-employed with the State of Florida. Your current retirement benefits may be canceled, suspended or deemed ineligible depending upon the date of your retirement. Santa Fe College (SF) is committed to maintaining a work and educational environment that embraces diversity and where no member of the college community is excluded from participation in, denied the benefits of, or subject to discrimination in any college program or activity based on: their race, ethnicity, national origin, color, religion, age, disability, sex, pregnancy status, gender identity, sexual orientation, marital status, genetic information, political opinions or affiliations, or veteran status. This commitment applies to employees, volunteers, students, and, to the extent possible, to third parties, applicants for admission, applicants for employment, and the general public. sfcollege.edu/eaeo Inquiries regarding non-discrimination policies or concerns about discrimination or harassment, including concerns about sexual harassment or sexual violence under Title IX, should be directed to: **************************** Santa Fe College reserves the right to extend deadlines and/or not to offer advertised positions. Preference will be given to eligible veterans and spouses of veterans.

DEPARTMENT SUPPORT * Provide clerical support for the Office of Advancement. Support includes, but is not limited to, coordinating work and meeting room calendars. Arrange travel, including itineraries, and processing reimbursement requests. * Coordinate donors, prospect, alumni, clients, and friends of the college tours and visits as it relates to the Office of Advancement. * Process checks, create new funds, update fund information, process Gift-in-Kind paperwork, disbursement requests, and other UF and Foundation forms and reports. Request, compile and track data requests. Provide support for projects and events. * Provide backup support to the Assistant Director of Constituent Engagement and Advancement Services Coordinator. * Answer and direct communication relating to the Office of Advancement. * Provide clerical support including, but not limited to, filing, faxing, copying, shredding, screening incoming mail, and drafting, editing and proofing correspondence and forms needed to run the office. Enter contact reports, proposals and updating information into the Advance database system. PROCESS MANAGEMENT * Maintain office supply storage. Including but not limited to inventory of closet, ordering and maintaining supply of promotional products. * Work closely on events in order to secure space, vendors, equipment, facilities, and other items as needed. * Assist in the coordination of travel and events as well as special projects. * Update digital signage boards for the Office of Advancement. * Enter contact reports, proposals and update information into the UF Foundation database systems. * Assisting with accounts payable and receivable processes for the Advancement Office. Support includes but is not limited to, P-Card transactions, Wells Fargo payments, reconciliations, reimbursement requests, travel and event coordination. * Responds to inquiries requested relating to foundation accounts and development programs such as requests for research and tracks updates on donors, alumni, and prospects in the UF Foundation database systems. * Assists with maintaining excel spreadsheets, statistical data, and other documents/reports requested from the offices of the AVP for Development and VP and AVPs for Development of the Health Science Center and Senior Associate Vice President of Central Development. * Act as a liaison for the Advancement Office and coordinates inquires. Communicate with donors, prospects, alumni, clients, friends of the college, the UF Foundation, the dean, other college administrative offices, as well as department chairs, faculty and staff. PROGRAM ADMINISTRATION * Coordinates Pet Memorial Funds and the Honor Card Program. * Assists with implementing ways to promote and streamline the programs. Responsibilities include, but are not limited to, communicating with participants, resolving errors, keeping accurate records, writing text, reviewing data, printing labels, creating reports, mailing cards, auditing and preparing statements, depositing checks, and balancing accounts. * Assists with maintaining excel spreadsheets, gathers biographical, giving and other pertinent data on invitees as well as submits vetting. * Manage invitations to each game, confirm RSVPs, including Dean and Advancement Officer participation. * Manage college's stands tickets and additional needs of individual invitees (including transportation due to physical limitations). CROSS COLLABORATION * Collaborate with entire Office of Advancement team, as well as the Dean's office staff and other internal and external departments across the College of Veterinary Medicine, Health Science Center and UF Foundation. * Serve as backup to other assistants in the dean's office area. Expected Salary: $17.25 - $22.03/hr Minimum Requirements: High school diploma or equivalent and one year of relevant experience or an equivalent combination of education and experience. Preferred Qualifications: The ideal candidate will possess: * Knowledge of college, campus and foundation regulations. * Knowledge of general office procedures and practices. * Ability to compose correspondence, analyze and summarize data, and write reports. * The ability to meet deadlines, be self-motivated, and work independently. * Accuracy, attention to detail and a customer service-oriented attitude. * Ability to work collaboratively and a team player. * Competency in problem solving. * Ability to interact in a positive manner. * Ability to manage resources, to anticipate and plan for programmatic needs, and to solve problems. * Exceptional written and verbal communication skills, strong interpersonal abilities, and the capacity to engage effectively and collaboratively with a wide range of individuals are essential. * A commitment to and support for workplace in all its forms; demonstrated success collaborating with stakeholders; strong project management skills; experience in a data-driven environment; excellent organizational abilities; and the capacity to lead, influence, and inspire others are essential. * Proficient in the following areas: Windows operating systems, Microsoft Word, Excel, and Access, as well as internet browsers and email platforms. Familiarity with donor databases, contact management systems, and tracking systems is also highly preferred. * Business expenses are reimbursed through a standard accounting system. The ability to pay for expenses using your own personal credit card or funds and have them reimbursed is essential. UF Advancement has defined the following critical competencies for organizational and position specific success: * Collaboration - Ability to work cooperatively with others to achieve the goals of the organization. o Shares own experience, resources and expertise with others breaking down barriers or organizational boundaries to ensure team's success. o Assists in keeping levels of team performance and morale high. o Works cooperatively with a wide array of individuals and uses all available skills to the benefit of projects and goals. o Works to meet individual, business unit and university goals with the acknowledgment of, and cooperation with the achievement of others' goals. * Stakeholder Focus - Centralizes all efforts and tasks around meeting the needs of stakeholders to support the University of Florida. o Addresses stakeholder needs in a positive, timely and efficient manner by involving the right people and resources at the right time. o Understands the audience and seeks feedback to identify opportunities to improve the relationship and deliverables. o Creates stakeholder value utilizing service processes that attract, solidify and expand the total stakeholder relationship. o Considers the impact on all stakeholders when taking action, or carrying out one's own job responsibilities. * Manages Execution - Consistently maintains a high level of action and results while working with effectiveness and determination. o Executes functional tasks in pursuit of the larger vision (thinks big, acts small). o Pursues goals with persistence, energy, drive, a positive attitude and a need to finish. o Consistently prepared with a high level of productivity, prioritizing tasks to work effectively and efficiently to make and meet expectations. o Uncovers problems and issues and removes barriers in order to move the work forward. * Accountability - Takes responsibility for work activities, personal actions and self-development. o Acts resourcefully, ensuring work is completed on time and to quality standards within legal guidelines and policies. o Finds opportunities for personal and professional development keeping up-to-date on technical and functional aspects of one's job. o Assumes personal ownership of complications immediately and follows through until resolved. o Accepts feedback openly, acknowledging and learning from mistakes, without becoming defensive. * Adaptability/ Innovation - Applies original thinking in approaching job responsibilities, overcoming challenges and adjusting to changes in one's environment. o Sustains effectiveness in varying environments with different tasks, responsibilities, and people in the face of ambiguity or uncertainty. o Courageous with ideas; generates new ideas and creative solutions that impact results. o Maintains flexibility to accept, embrace and lead change. o Responds effectively to unique needs, adapting solutions and providing creative and/or flexible options. * Effective Communication - Ability to listen and effectively relay information to others in all forms of communication. o Communicates effectively and shares information appropriately with internal and external constituents through multiple mediums. o Interprets information, ideas, and instructions clearly in verbal and written communication. o Demonstrates active listening: checks for understanding and clarity by asking the right questions. o Maintains composure and communicates in a direct, truthful, transparent and positive manner. * Critical Thinking - Ability to obtain, analyze, synthesize and evaluate information effectively. o Utilizes logical reasoning to make judgments in accordance with established professional and organizational criteria. o Objectively identifies goals and makes decisions by considering both short-term and long-term implications. o Creatively identifies opportunities to increase efficiency, simplicity and revenue (understands finite resources). o Effectively recognizes and considers the forces, events, entities, and people that effect a situation before making a conclusion. * Organizational Acumen - The ability to understand and navigate governance, administration, and culture in the internal and external environment demonstrating commitment to organizational mission. o Acts in a decisive, timely and appropriate manner that is congruent with the organization's values and goals. o Integrates and balances big picture concerns related to political, social and economic issues effecting the organization with day-to-day activities. o Knowledgeable of policies, practices, trends and information that impact the organization. o Demonstrates understanding of, alignment with, and a commitment to the university's mission in serving our constituents. Special Instructions to Applicants: In order to be considered, you must upload your cover letter, resume, and list of references. Application must be submitted by 11:55 p.m. (ET) of the posting end date. This is a time-limited position. 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: No

The Administrative Assistant provides general administrative support for ATS's field service and operations teams. This role is designed to support day-to-day office workflow and keep critical documentation accurate and timely. KEY FUNCTIONS Prepare, organize, and update field service work orders and related forms. Collect job details from field personnel and ensure forms are complete and accurate before submitting them to the operation management. Assist with scanning, uploading, and maintaining electronic and physical files. Provide general office support including phone inquiries, greeting visitors, and managing incoming/outgoing mail. Assist with scheduling, data entry, and other administrative tasks as assigned. Maintain confidentiality while handling sensitive employee and/or customer information. *This job description is a summary of the primary job scope and should not be assumed as an all-inclusive description*

About the role At UniUni, we offer exciting opportunities to our employees to achieve their career goals. We value lateral moves as much as vertical promotions - we believe all roles should develop your skills, broaden your experience, and help you build a rewarding career. We know you are not only seeking a job, but a career to pursue. If you are ready to join UniUni's dynamic team, while working hard and having fun doing it, we invite you to apply online and let us know how you can be part of our success story What you'll do l Assist in receiving, dispatching, inspecting, handling and stocking inbound products； l Receives returns, counts and confirms quantities, determines condition and completes paperwork; l Arranges for pick-up of shipments, contacts delivery drivers and coordinates schedules; l Communicates effectively with the other departments in the company； l Responds quickly to customer/client inquiries, resolves problems, and communicates service issues to supervisor; l Encourages safe work practices in others； l Arranges daily cycle count and follow variance; l Weekly report updates; l Other duties as assigned to the position Qualifications l Bachelor or international equivalent; l 1 years of relevant experience preferred, no experiences is ok, everything will be trained； l Moderate computer skills, assist in report data collection. l Strong responsibility, follow supervision, good communication skills Morning shift 6:30AM-3:30PM

Title: Project Coordinator / Administrative Assistant Compensation: $19.00/hr. - $22.00/hr. DOE + Opportunity for bonuses Job Type: Full-Time / Non-Exempt Schedule: M-F, 8-hour shift About Us Alta Cima Corp is one of the nation's largest independently owned manufactured homes and park model retailers. Since 1999, our mission has been to offer high-quality factory-built homes at affordable prices. As a Project Coordinator, you'll play a critical role in guiding customers through the home buying and delivery process. Working closely with your General Manager, sales team, lenders, contractors, and our corporate office, you'll ensure every transaction moves smoothly from contract to delivery. In some locations, this position may also include administrative support responsibilities. Role Overview The Project Coordinator is the post-sale liaison responsible for managing deals after the purchase agreement is signed. You will: * Coordinate with lenders, contractors, and the factory to keep projects on track. * Ensure all documents, payments, and approvals are complete before delivery. * Provide exceptional customer communication at every stage of the process. * In locations without an Administrative Assistant, handle select administrative duties such as supply ordering, mail distribution, and visitor reception. This is a detail-driven, fast-paced role ideal for someone who is organized, dependable, and thrives on seeing projects through to completion. Key Responsibilities Project Coordination (Primary Duties): * Review contracts for completeness (signatures, initials, dates). * Send welcome emails and maintain ongoing customer communication. * Track deal progress in Cirrus and Deal Status logs. * Work with sales team to process pending deals and purchase orders. * Request POs, submit change orders (with proper approvals), and update records. * Coordinate financing: work with lenders, clear conditions, and verify approvals. * Schedule home deliveries, obtain freight quotes, and coordinate logistics. * Collect and process final payments; issue demand letters if needed. * Ensure homes are cleared prior to shipment and track delivery timelines. * Process titling and warranty documentation. * Act as liaison between location and corporate operations/accounting. Customer Service: * Serve as the main point of contact for customers after purchase. * Provide updates on financing, estimated completion dates, and delivery status. * Answer questions and assist with next steps throughout the home buying journey. * Coordinate with factory and vendors on any service or warranty issues. Administrative: * Process deposits, transmittals, and invoices; maintain accurate records. * Order office supplies, manage vendor/contractor packets, and maintain files. * Open/distribute mail and prepare outgoing mail. * Provide clerical support to GM and sales team when required. * Greet visitors and assist with phones as needed. Qualifications * High School diploma * 2+ years of experience in administrative support, project coordination, mortgage/loan processing, logistics, or customer account management. * Detail-oriented with excellent follow-through skills. * Excellent time management skills with ability to prioritize and meet deadlines. * Strong organizational skills with ability to manage multiple priorities. * Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint). * Excellent communication skills, both written and verbal. * Positive, customer-first attitude with strong follow-through. * Self-motivated, reliable, and able to work independently. * Ability to maintain confidentiality and use sound judgment to plan and accomplish goals. * Must possess a positive attitude and be highly effective in a team environment. * Ability to collaborate across functions. EEO Notice: Alta Cima Corp. dba Factory Expo Homes and Factory Select Homes is proud to be an Equal Opportunity Employer and we value diversity in our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Title: Project Coordinator / Administrative Assistant Compensation: $19.00/hr. - $22.00/hr. DOE + Opportunity for bonuses Job Type: Full-Time / Non-Exempt Schedule: M-F, 8-hour shift About Us Alta Cima Corp is one of the nation's largest independently owned manufactured homes and park model retailers. Since 1999, our mission has been to offer high-quality factory-built homes at affordable prices. As a Project Coordinator, you'll play a critical role in guiding customers through the home buying and delivery process. Working closely with your General Manager, sales team, lenders, contractors, and our corporate office, you'll ensure every transaction moves smoothly from contract to delivery. In some locations, this position may also include administrative support responsibilities. Role Overview The Project Coordinator is the post-sale liaison responsible for managing deals after the purchase agreement is signed. You will: Coordinate with lenders, contractors, and the factory to keep projects on track. Ensure all documents, payments, and approvals are complete before delivery. Provide exceptional customer communication at every stage of the process. In locations without an Administrative Assistant, handle select administrative duties such as supply ordering, mail distribution, and visitor reception. This is a detail-driven, fast-paced role ideal for someone who is organized, dependable, and thrives on seeing projects through to completion. Key Responsibilities Project Coordination (Primary Duties): Review contracts for completeness (signatures, initials, dates). Send welcome emails and maintain ongoing customer communication. Track deal progress in Cirrus and Deal Status logs. Work with sales team to process pending deals and purchase orders. Request POs, submit change orders (with proper approvals), and update records. Coordinate financing: work with lenders, clear conditions, and verify approvals. Schedule home deliveries, obtain freight quotes, and coordinate logistics. Collect and process final payments; issue demand letters if needed. Ensure homes are cleared prior to shipment and track delivery timelines. Process titling and warranty documentation. Act as liaison between location and corporate operations/accounting. Customer Service: Serve as the main point of contact for customers after purchase. Provide updates on financing, estimated completion dates, and delivery status. Answer questions and assist with next steps throughout the home buying journey. Coordinate with factory and vendors on any service or warranty issues. Administrative: Process deposits, transmittals, and invoices; maintain accurate records. Order office supplies, manage vendor/contractor packets, and maintain files. Open/distribute mail and prepare outgoing mail. Provide clerical support to GM and sales team when required. Greet visitors and assist with phones as needed. Qualifications High School diploma 2+ years of experience in administrative support, project coordination, mortgage/loan processing, logistics, or customer account management. Detail-oriented with excellent follow-through skills. Excellent time management skills with ability to prioritize and meet deadlines. Strong organizational skills with ability to manage multiple priorities. Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint). Excellent communication skills, both written and verbal. Positive, customer-first attitude with strong follow-through. Self-motivated, reliable, and able to work independently. Ability to maintain confidentiality and use sound judgment to plan and accomplish goals. Must possess a positive attitude and be highly effective in a team environment. Ability to collaborate across functions. EEO Notice: Alta Cima Corp. dba Factory Expo Homes and Factory Select Homes is proud to be an Equal Opportunity Employer and we value diversity in our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

We are seeking a detail-oriented and organized Administrative Assistant to provide essential support to our office operations. The ideal candidate will be professional, dependable, bilingual, and capable of managing multiple tasks while maintaining a welcoming and efficient office environment. Responsibilities * Greet clients and visitors with a positive and professional attitude * Answer and direct phone calls and emails in a timely manner * Receive and distribute incoming and outgoing mail * Process burn permits accurately and efficiently * Maintain office supplies and place orders as needed * Assist with filing, scanning, and organizing documents * Provide general administrative support to staff as needed * Assist Human Resources with administrative tasks as required Requirements * Bilingual (required) * Willing to be HIPAA certified after hired * Proven experience as an Administrative Assistant or similar role preferred * Excellent communication and interpersonal skills * Ability to prioritize tasks and manage time effectively * High school diploma or equivalent required; additional qualifications in Office Administration are a plus * Ability to work a full-time schedule Benefits * 401(k) * Health insurance * Dental insurance * Vision insurance * Life insurance * Supplemental benefits * Paid time off Equal Opportunity Employer, including disabled and veterans. View Company Information To see other positions, click here.

Job Description Core values speak to the heart of an organization and are the essence of a company's identity. Everything we do is centered around our community, customer service, our stability, and being trustworthy. These values support our mission and vision, shape our culture, and provide a foundation for the future. Offering a dynamic benefit package that includes but is not limited to: Four Medical Plan Offerings to choose from Employer HSA Contributions (Coverage/Plan exclusions) Employer Provided Life Insurance Policy Annual Health Incentive Annual Wellness Reimbursement Tuition Reimbursement program Generous Match 401k Retirement Plan Paid Sick Leave Paid Vacation Leave 11 Paid Holidays based on the Federal Reserve Calendar If you are ready to take on a challenging and rewarding role; we invite you to apply for this exciting opportunity. ESSENTIAL FUNCTIONS: Organization of Committee Packages including Loan Committee, Executive Loan Committee, and Vetting discussions: Organization of committee packages including compiling reports from the various sources and preparation of the agenda; organize and distribute packages to committee members; schedule and attend committee meetings to take minutes; complete minutes and facilitate any amendments; timely coordination of approved packages and those going to the Board with the executive administrative staff; assists with preparation of Executive Management and Board Presentations. Electronic Credit Files: Assists with maintenance of electronic credit files in the Loan Operating System including file information, credit approvals, memorandums, and all related credit information. Maintain Line Tickler System & Tickler Reports: Maintain line tickler report with current financial information, covenant monitoring and required review schedules; coordinate updates with account officers and credit department staff; distribution of expiring letters and reports to account officers, credit personnel and management on a monthly basis. Miscellaneous: Assist with the drafting & maintenance of department policies & procedures, workflows, job aids, lending authority limits, and other portfolio monitoring strategies; assist with credit file review needs for various outside review teams (ie., Auditors, Commercial Loan Review, Regulatory Examiners etc.); assist credit analysts with various needs such as credit inquiries, research, etc; assist in systems and report training for new credit and lending staff; miscellaneous administrative support, expense reports, research, reporting and special projects. JOB REQUIREMENTS: High school diploma or equivalent. Three years in an office environment with previous administrative support experience including ability to proofread and make grammatical and spelling corrections on routine correspondence; type 40 - 50 WPM; ability to take meeting minutes. College degree preferred but not required. Word, Excel and Outlook experience required. Lending experience/exposure preferred. Experience with Ncino also preferred. Must work well under pressure and have excellent organizational and communication skills. Extended hours sitting and performing computer tasks may be required. Employees confirm they are able to perform the essential functions of this position to continue employment with First Federal Bank. Bilingual candidates encouraged to apply EQUAL OPPORTUNITY EMPLOYER / VET / DISABILITY E-VERIFY EMPLOYER Powered by ExactHire:189971

Div. 188 Ocala, FL Responsible for ensuring accuracy and efficiency of operations, providing administrative support and assist Accounts Receivable with processing invoices and monitoring incoming payments. Essential Duties and Responsibilities include the following. Other duties may be assigned. * Perform clerical duties to support division operations. * Assist with entering data into software system. * Assist with collection and tracking of data. * Provide support with contracts, certificate of insurance or other requests. * Perform other clerical or administrative duties as required to support the division. Education and/or Experience High School Diploma or GED; two or more years related experience and/or training; or equivalent combination of education and experience. Computer Skills Microsoft Office to include Word, Excel; Microsoft Dynamics 365 preferred.

The Administrative Assistant performs day-to-day functions using established systems and procedures and provides assistance to administrative and management teams. Manages multiple calendars; arranges meetings, conference calls, and video conferences using Outlook and other tools such as MS Teams and Zoom Proofreads and edits documents and reports Assists case management staff and program leadership with administrative duties related to state and Federal grant programs Serves as primary point of contact for office staff, program applicants, and client visitors within the program intake center Coordinates meals for lunch meetings, breakfast meetings, and suppers for staff working after office hours Assists with travel arrangements, meeting arrangements, data entry, correspondence, and document scanning Enters time and expense information into the time entry system for staff when requested Other duties as required Supervisory Responsibilities: N/A Qualifications, Knowledge, Skills and Abilities Education: High school diploma, required; Associate's, preferred Experience: Two (2) or more years' experience in a professional office environment, preferred License/Certifications: N/A Software: Proficiency in Microsoft Office, required Familiarity with document retention software, preferred Language: Bilingual Spanish, preferred Other Knowledge, Skills, & Abilities: Advanced computer and office equipment skills, including scanners, copiers, printers, binders, projectors, video conferencing equipment, and multi-line telephone system Ability to troubleshoot and solve problems Flexibility to work overtime if needed - before or after normal business hours

Job Title: Executive Assistant to General Manager Employment Type: Full-Time, On-Site (with some flexibility) About the Role We are seeking an experienced, highly capable Executive Assistant to support a fast-paced General Manager and other management. This role is not just calendaring and answering phones. The Executive Assistant will think several steps ahead, protect the executive's time, and act as a central hub for communication and follow-through across the organization. The ideal candidate is sharp, organized, direct, and comfortable operating in a high-expectation environment. You must be able to manage details without losing sight of the big picture, and you must be comfortable handling confidential information with absolute discretion. A Non-Disclosure Agreement (NDA) will be required. Key Responsibilities Executive Support & Prioritization Manage a dynamic and frequently changing calendar, including meetings, calls, deadlines, travel, and select commitments. Prioritize requests for the GM's time and attention, ensuring focus on the highest-impact activities. Prepare the GM for meetings with agendas, briefing materials, key data, and clear desired outcomes. Attend key meetings as needed, take notes, track action items, and follow up to ensure completion. Operations & Project Coordination Coordinate communication and follow-up with department leaders and key players. Assist with special projects, including research, task tracking, timelines, and reporting. Draft, edit, and format documents, presentations, and reports using Microsoft Word/Docs, Excel/Sheets, and PowerPoint/Slides. Must be extremely proficient in these documents. Help build and maintain systems, processes, and organization for documents, information, and workflows. Communication & Gatekeeping Serve as a professional, tactful gatekeeper, protecting the GM's time while maintaining strong relationships. Draft clear, concise, and professional emails and messages, sometimes as the GM's voice. Coordinate and schedule calls and meetings with internal staff, external partners, vendors, and VIP contacts. Logistics & Personal Support (as needed) Arrange travel, including flights, hotels, ground transportation, and detailed itineraries. Assist with select personal logistics that impact the executive's availability and focus (appointments, reservations, etc.). Qualifications Required: Experience as an Executive Assistant supporting a corporate level executive, business owner, or senior leader. Experience in a fast-paced, high-accountability environment (growth company, sales-driven business, multi-location or similar). Strong proficiency with: Email and calendar tools (Outlook or Gmail) Microsoft Office and/or Google Workspace (Word/Docs, Excel/Sheets, PowerPoint/Slides) Basic project/task tools Exceptional written and verbal communication skills. High level of professionalism, confidentiality, and discretion. Strong organizational skills with the ability to manage multiple priorities and deadlines. Self-starter with a sense of ownership; able to anticipate needs and solve problems with minimal direction. Thick skin and low ego; comfortable with direct feedback and high expectations. Preferred: Experience in a sales-centric, automotive, retail, or multi-location business environment. Experience managing both business and limited personal support for a busy executive. Comfort with basic business metrics and reviewing simple financial/operational reports. What Success Looks Like The GM's calendar reflects strategic priorities, not just incoming requests. The GM arrives to meetings fully prepared, with no surprises. Routine issues and noise are handled before they ever reach the executive. Projects and tasks move forward consistently because follow-up is tight and organized. Internal and external stakeholders view you as an organized, reliable, and highly professional point of contact. Compensation & Benefits Competitive salary commensurate with experience: $36,000 - $48,000 base. Performance-based bonus potential. Benefits package may include: [medical, dental, vision, 401(k), paid time off, etc.]. Standard schedule: [e.g., Monday-Friday, 8:30 a.m.-5:30 p.m.], with some after-hours responsiveness as needed. How to Apply Please apply through this posting and include: Your resume. A brief note describing a time you helped an executive avoid a major problem or significantly improved their efficiency. An example of a system or process you created that made your executive's life easier.

Wiginton Fire Systems is seeking a Service Administrative Assistant at our Gainesville Branch. To be considered for this position, candidates must have administrative experience in the construction industry. Those with administrative experience specifically in fire protection or the fire sprinkler trade will be regarded as highly qualified. While all applicants may apply, unqualified candidates may not be contacted. Job Description and Responsibilities: Manage the appointments/Service calendar, ensuring appointments/inspections are accurately scheduled and rescheduled as needed. Provides customer service as the primary interface between our Inspectors, Service Techs and Customers Create and maintain service files in databases and branch physical files. Coordinate efforts of technicians and administrative staff to ensure timely, efficient execution of all committed orders. Ensure that all repair items noted on inspection reports are followed up with a quotation. Assist in any financial-related issues as assigned. Provide Weekly service invoicing reports to the Service Manager. Perform all other duties as assigned. Job Requirements High school diploma or equivalent Admin experience in Fire Protection, Fire Sprinkler trade, or knowledge of NFPA Standards. Exceptional organizational planning, communication, time management, and leadership skills. Proficient in Microsoft Office. The stamina and ability to perform mentally strenuous work for extended hours. Experience with ERP software (Microsoft Dynamics GP preferred). Have a clean Criminal background and MVR. Pass a Drug Screening. Wiginton is a 100% employee-owned company. We celebrated our 50th low-drama business in 2017. Our administrative staff has been with us for an average of 10 years or more. We offer competitive pay and market-leading benefits including paid time off at 90 days, low-cost, high-quality health insurance, two retirement plans, and a great, low-drama working environment. If you are tired of finding a job and want to find a home, we are the place for you. Benefits: Own a Piece of the Pie: Become an employee-owner and share in the company's success. This isn't just a job; it's an opportunity to build long-term wealth and directly benefit from your contributions. Secure Your Future: Plan for a comfortable retirement with our generous 401(k) plan, complete with company matching to help your savings grow faster. Comprehensive Health & Well-being: Enjoy peace of mind with our top-tier health, dental, vision, and life insurance coverage. We've got you covered so you can focus on what matters most. Protection When You Need It Most: Protect your income with short-term and long-term disability insurance, which provides a safety net in case of unexpected events. Take Control of Your Healthcare: Manage your healthcare expenses wisely with our flexible spending account, allowing you to use pre-tax dollars for eligible medical costs. Recharge and Pursue Your Passions: Enjoy generous paid time off to relax, explore your interests, and maintain a healthy work-life balance. We value your time and want you to be your best inside and outside of work. Get Rewarded for Your Well-being: Prioritize your health and get rewarded for it! Our Wellness Rewards program offers incentives for healthy habits, making it easier and more rewarding to live a healthy lifestyle.

Classification Title: Administrative Assistant I Classification Minimum Requirements: High school diploma or equivalent and one year of relevant experience or an equivalent combination of education and experience. Job Description: Faculty Admin Support: * Provide administrative support to faculty (portfolio based) including maintaining confidential and sensitive information. * Manage calendars, including the coordination and scheduling of meetings. * Make copies of reports, brochures, pamphlets, and other materials. * Write/edit correspondence; manage and organize paper and electronic files, databases; and distribute/collect correspondence, reports, and other information. * Assist with meetings or event setup. Research Support: * Update research websites. * Enter student appointment forms. * Maintain/modify C&P and bio-sketch, and other proposal docs. Faculty Fiscal Support: * Provide fiscal support to faculty (portfolio based). * Manage travel arrangements, including booking flights, hotel and rental car reservations, and arrangements with agendas. * Purchase lab supplies as needed. ECE HQ Admin Support: * Oversee mail/package delivery for the ECE department. * Create FedEx shipping labels. * Schedule and arrange monthly Early Career faculty meetings. * Perform front office clerical and reception tasks in the absence of the Front Desk Staff such as greeting visitors, answering multiple phone lines, maintaining room calendars, purchasing supplies and assisting with copies, scanning, faxing, etc. Perform other duties, as assigned.