Commission Executive Assistant - Baldwin County Commission Job Foley area,Alabama USA,Administrative/Clerical

The Commission Executive Assistant serves as the welcoming first point of contact for the County Commissioners Office and acts as the main facility coordinator. This role provides comprehensive administrative support-managing calendars, scheduling, meetings, travel, and daily office operations. The ideal candidate is proactive, helpful, and anticipates the needs of leadership. They ensure the workplace runs smoothly, assist internal departments and tenants with facility requests, and maintain professional, solution-focused interactions with citizens.

Successful applicants must pass a criminal background check and will be subject to a pre-employment physical.

A. Administrative Support

Provide administrative support to the County Commissioner and leadership team, including calendar management, scheduling, meetings, and travel coordination.

Prepare agendas, correspondence, and meeting materials; maintain records, files, and documentation.

Manage daily office operations to ensure workflow continuity and organizational efficiency.

Plan and coordinate logistics for meetings and public interactions.

Anticipate needs of leadership and proactively offer support to staff, tenants, and citizens to keep processes flowing effectively.

B. Facility Coordinator

Support internal departments and tenants with facility-related needs.

Respond to maintenance requests, track issues, and ensure all facility and janitorial needs are documented and submitted through the work-order system.

Review facility-related budget accounts, monitor expenditures, identify needs, and assist with annual budget planning.

Maintain inventory of office and facility supplies; prepare requisitions and review vendor invoices for accuracy.

Manage meeting room reservations, mail distribution, postage reports, and fuel ordering (if applicable).

Maintain tenant contact lists, support safety and emergency communication, and serve as shelter manager when required.

C. Reception and Customer Service

Serve as the first point of contact for citizens, visitors, internal departments, and tenants.

Handle inquiries with professionalism, clarity, and a strong service-focused approach.

Maintain a positive, solution-oriented environment in all interactions ensuring every interaction reflects the County's commitment to public service.

Maintain a neat, organized office and reception area that provides a positive experience for all visitors.

Five (5) years of administrative/secretarial experience.

Valid driver's license.

High school diploma or equivalent.

Other Characteristics

Willingness to work overtime or non-standard hours, when necessary.

Willingness to travel for professional development, as needed.

Strong technical proficiency; comfortable using modern office software, cloud platforms, databases, and digital communication tools.

Ability to quickly research information, identify solutions, and apply sound judgment.

Highly resourceful, with strong problem-solving abilities and capacity to anticipate needs. Collaborative, adaptable, and willing to assist wherever needed to keep operations running smoothly.

Excellent communication skills-clear, courteous, and professional in person, by phone, and in writing.

Strong organizational and time-management skills; able to manage multiple tasks and deadlines.

Ability to maintain confidentiality and handle sensitive information appropriately.

Detail-oriented with dependable follow-through on tasks and issues.

* Knowledge of Commission operations and Notary Public certification (or ability to obtain).

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