Executive Assistant- System Development

Executive Assistant – Jacksonville Transportation Authority

Under the direction of the SVP – Chief Infrastructure & Development Officer (CIDO), the Executive Assistant provides high‑level, complex and confidential executive support to the SVP. The role requires extensive knowledge of the Authority’s organization and functions to coordinate activities and work processes for the SVP’s office. It involves regular interaction with the EVP, Board of Directors, and Executive Leadership team.

• Provide high‑level executive support for the SVP.
• Handle and maintain the confidentiality of highly confidential documents, materials and information relating to the Authority and its Governing Board.
• Prepare and/or provide administrative and statistical reports for the SVP and maintain executive reporting data, seminar reports, etc., as required to ensure the Authority’s progress toward achieving its objectives and goals.
• Receive incoming mail directed to the SVP and compose responses or forward the same to appropriate staff for response and follow‑up.
• Schedule virtual and in‑person meetings on behalf of the SVP and Division staff, plan all meeting details, and send out recaps and next‑step action items to attendees.
• Record and prepare meeting minutes when necessary.
• Schedule public appearances for the SVP and ensure the External Affairs department is notified.
• Coordinate the research and development of materials for use by the SVP for public appearances and meetings.
• Respond to inquiries from the public and business community in person and by telephone concerning the Authority and its services, functions and processes.
• Communicate with the Board of Directors, elected officials, community leaders, the general public, customers and other representatives in referring calls, disseminating messages, mailings and other information, and handle special projects/information requests resulting from these contacts.
• Coordinate special projects as assigned by the SVP and provide research for the same.
• Arrange and organize travel for the SVP and Division staff; book flights, transportation and lodging.
• Allocate assignments and work to the SVP’s direct reports as deemed appropriate.
• Review and/or prepare PowerPoint presentations, agendas and other related materials for presentations at meetings, and handle the mechanics of the PowerPoint equipment and technology.
• Prepare the Division’s monthly report using the Division’s weekly reports and input from senior leaders and submit it to the Board Liaison by the established deadline.
• Report the monthly status of the division’s fiscal year budget by each department.
• Notarize documents for the Agency – control use of the Corporate Seal.

This position description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the employee. Duties, responsibilities and activities may change at any time with or without notice, as deemed necessary by management.

• High school diploma or acceptable equivalency diploma.
• Six (6) years of experience in executive administrative support, or an equivalent combination of college coursework and experience.

Associate degree from an accredited college or university.

• Familiarity with city, state and federal elected/appointed officials and their roles as they relate to Authority activities.
• Considerable knowledge of all laws, rules and regulations relating to the program areas within the Authority.
• Familiarity with community relations and customer service initiatives.
• Strong analytical and problem‑solving skills.
• Strong interpersonal skills.
• Proficiency in Microsoft Word, Excel, PowerPoint, Access, SharePoint, Firefly (Oracle), and flow‑charting software.
• Ability to coordinate and manage projects.
• Ability to communicate effectively both orally and in writing, including preparing written reports and memoranda.
• Ability to work effectively with the Board of Directors, political leaders, community leaders, the general public and JTA employees in a courteous and professional manner.
• Ability to think strategically, act independently, and be…