Airports Executive Administrative Assistant

Responsibilities

• Provides administrative and clerical assistance for the Airports Department.
• Prepares, distributes, and maintains correspondence, work orders, requisitions, reports, agendas and other documents and/or files; responds to requests; organizes and relays information related to assigned functional area.
• Responds to internal and external customer requests received in person, through mail, email, and by telephone to include forwarding questions to the appropriate area for response, coordinates with other agencies as needed to ensure constituent concerns are addressed in a timely manner.
• Prepares presentations, postings, announcements, and other communication types in order to advertise public meetings, internal meetings, and other meetings; coordinates with appropriate departments, agencies, etc. as appropriate; ensures compliance with Sunshine law provisions.
• Creates, prepares, and proofreads department records, spreadsheets, files, as required to ensure records are complete and accurate.
• Creates professional documents for the Directors signature and reviews documents prepared by others prior to submitting to the Director.
• Acts as liaison for outside agencies as assigned, communicating with professionals, officials and other executive level entities in gathering and relaying information, as needed. Coordinates and organizes calendars, schedules, travel, and other related matters; oversees scheduling and use of common meeting areas.
• Conducts research, creates forms, participates in special projects, conducts surveys, and processes confidential or sensitive documents and correspondence to assist executive level management members to provide informed and timely responses to inquiries, requests for information, etc.
• Maintains inventory; orders supplies, office equipment, and other items as required; monitors budgets as assigned.
• Develops and maintains filing system, to include department staff files and departmental records, forms, reports and is designated the Department Records Custodian.
• Coordinates Airport events (scheduling, catering, etc.) and represents the Airport at off-site promotional events.
• Performs other duties as assigned.

Bachelors degree with course work emphasis in Business Administration or closely related field or an equivalent vocation/technical/certification; supplemented by a minimum of two (2) years progressively responsible experience in executive office management; or an equivalent combination of education, training and experience which provides the required knowledge, skills, and abilities. Requires a minimum typing speed of 35 words per minute. Experience with Microsoft Word, Excel and PowerPoint preferred.

• May require commission as a Florida Notary of Public within six (6) months of employment. May require a valid driver license.

• Must be able to operate a variety of machines and equipment including computer, office equipment, telephone, etc.
• Must be able to exert 10 to 20 pounds of force occasionally, and or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects. Physical demands are essentially those of sedentary work.

• Requires the ability to communicate effectively in English, including the ability to convey, record and exchange information; requires the ability to explain procedures and to give, receive and follow oral and written instructions. Requires ability to read a variety of moderately complex technical data, policy and procedure manuals, codes, professional journals, etc. Requires the ability to prepare forms and reports using prescribed formats, and adhering to all rules of grammar, spelling, diction and punctuation.
  
  Requires the ability to communicate with a broad array of individuals from various professional backgrounds.

• Requires the ability to apply principles of logical or scientific thinking to define problems, collect data, establish facts and draw valid conclusions; to interpret a variety of technical instructions in written, mathematical or diagrammatic form; to learn and understand…