Executive Administrative Specialist- UNF MedNexus

DepartmentMedNexus-OPSCompensation$35.00 Hourly This role provides administrative, operational, and strategic support to advance MedNexus priorities. The position serves as a central coordination point for executive communications, board engagement, and leadership workflow management, while also overseeing daily operations of the MedNexus Deerwood Innovation Exchange.The ideal candidate is exceptionally organized, proactive, and polished, with the ability to manage complex priorities, anticipate needs, and operate with a high degree of professionalism and discretion in a high-visibility environment. This role also serves as a key point of presence for the MedNexus administrative offices, ensuring a welcoming, professional, and well-coordinated environment for all visitors and stakeholders.Executive & Leadership SupportManage the Associate Dean’s calendar, priorities, and daily workflow, ensuring alignment with strategic goalsTrack key initiatives, deadlines, and follow-ups across MedNexusDraft, edit, and manage professional correspondence on behalf of leadershipMaintain confidential records and communications with discretionBoard Relations & Executive CommunicationCoordinate Executive Faculty Board and External Industry Leadership Board engagementPrepare agendas, briefing materials, and executive summariesDocument meeting minutes, track action items, and ensure follow-throughServe as primary liaison between leadership and board membersDeerwood Innovation Center Operations (Primary Management)Oversee daily operations and coordination of the MedNexus Deerwood siteManage scheduling, space utilization, and logistics for meetings, programs, and eventsEnsure the space is consistently prepared, professional, and aligned with MedNexus standardsCoordinate vendors, facilities, and service needs as requiredServe as the on-site lead for high-priority events, meetings, and visitsIdentify opportunities to enhance the functionality, experience, and efficiency of the spaceMeeting & Event Coordination (Executive-Level)Coordinate logistics for high-level meetings, partner engagements, and signature eventsPrepare materials and ensure leadership is fully briefedProvide on-site support for key events and external engagementsPlan and coordinate all event logistics, including catering, room setup, materials, and vendor coordination, ensuring a polished and high-quality experienceStakeholder & Communications ManagementServe as a key point of contact for internal and external stakeholdersManage and prioritize incoming communicationsEnsure consistent, professional, and timely follow-throughWelcome and greet visitors to the MedNexus administrative offices, ensuring a professional, organized, and hospitable environmentReporting, Briefings & DocumentationPrepare executive summaries, reports, and briefing documentsSupport presentations, board updates, and strategic communicationsMaintain organized documentation of decisions, initiatives, and workfl...