Executive Assistant

Job Description - Executive Assistant (13722)

Job Description

VETERANS’ PREFERENCE:
Pursuant to Chapter 295, Florida Statutes, candidates eligible for Veterans’ Preference will receive preference in employment for Career Service vacancies and are encouraged to apply. Candidates claiming Veterans’ Preference must attach supporting documentation with each submission that includes character of service (for example, DD Form 214 Member Copy #4) along with any other documentation as required by Rule 55A-7, Florida Administrative Code.

Veterans’ Preference documentation requirements are available by visiting the following link (). All documentation is due by the close of the vacancy announcement.

Provides administrative support for members of JEAs Leadership Team (LT) requiring the ability to handle multiple tasks and competing priorities. Establishes and maintains relationships with key external stakeholders (e.g. mayor, sheriff, city executives, etc.) by serving as a representative in answering inquiries and making decisions within the parameters of JEAs mission and business priorities. Implements, manages and establishes priorities for projects and deliverables in support of the LT.

Manages executive office workflow to ensure efficiency and timely information exchange, following up on action items, screening and determining priority matters and proactively handling appropriate matters. Serving as a representative for JEAs executives, the incumbent must maintain a professional demeanor at all times. Additionally, this role has a dotted-line reporting relationship to the Director Board and Administrative Services, providing key support to the Board Services department in preparing for Board meetings and related activities.

• Increases external & internal customer satisfaction by effectively responding to and resolving customer inquiries.
• Analyzes information, maintains and controls correspondence, database files, spreadsheets and graphics, stores and retrieves paper files.
• Enhances corporate effectiveness by ensuring meeting agendas are prepared, meeting room logistics are organized, and minutes are taken and distributed.
• Manages calendars and coordinates meetings for assigned executives.
• Prepares minutes, agendas, and related documentation for committees and other meetings that may require strict adherence to Florida open meeting and/or public records laws.
• Prepares letters in response to customers, employees, or other key stakeholders.
• Professionally handles phone or other communications for assigned executives.
• Prepares spreadsheets, power point presentations and specialized reports as requested by assigned executives.
• Handles purchasing and travel processes for executives.
• All other day to day support for the Leadership Team.
• Performs other job-related duties as assigned.

Education: An associate’s degree in business, communications, or related field

AND

Experience: Five (5) years of progressive experience in an executive administrative capacity. Three (3) years of experience supporting C-Level executives is preferred

OR

An equivalent combination of education, experience and/or training.

• Up to 8 hours per day
• Lifting Up to 2 hours per day
• Walking Up to 5 hours per day
• Up to 50 max. pounds **
• Standing Up to 3 hours per day
• Pushing Will not generally apply
• Up to 3 hours per day
• Up to 50 max. pounds **
• Pulling Will not generally apply
• Stooping Up to 2 hours per day
• Up to 50 max. pounds **
• Reaching Up to 2 hours per day
• Climbing Up to 1 hour per day
• Up to 1 hour per day
• Up to 1 hour per day
• Twisting Up to 1 hour per day
• Ladder Will not generally apply
• Will not generally apply
• Equipment Will not generally apply
• Kneeling Will not generally apply
• Will not…