OPS Executive Assistant - 31902042

Requisition No: 880867

Agency:
Division of Emergency Management

Working Title:

OPS Executive Assistant
- Pay Plan:
Temp

Position Number:

Salary: $25.00/Hour

Posting Closing Date: 08/13/2026

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Executive Assistant - OPS

Office of the Executive Director

Florida Division of Emergency Management

This position is located in Tallahassee, FL

The Florida Division of Emergency Management (FDEM) plans for and responds to both natural and man-made disasters. These range from floods and hurricanes to incidents involving hazardous materials or nuclear power. FDEM is the liaison between federal, state, and local agencies. FDEM prepares and implements a statewide Comprehensive Emergency Management Plan, routinely conducts extensive exercises to test state and county emergency response capabilities, provides technical assistance to local governments as they prepare emergency plans and procedures, as well as conducts emergency operations trainings for state and local government agencies.

FDEM serves as the lead agency for the State Emergency Response Team (SERT), whose primary goal is the coordination of the state's efforts during disaster response and recovery. This coordination is conducted within the State Emergency Operations Center (SEOC) in Tallahassee. Additionally, FDEM manages the State Watch Office; the 24-hour a day operation tasked with providing situational awareness to stakeholders statewide.

After a disaster, FDEM conducts damage assessment surveys and advises the Governor of the State of Florida on whether to declare an emergency and seek federal relief funds. It is against this backdrop that FDEM strives to demonstrate its mission of, "Coordinate, collaborate, and communicate with our community stakeholders for a resilient Florida", along with our vision of "Leading the Profession in building prepared and resilient communities".

Position Overview and Responsibilities:

This position serves as the Executive Assistant to the Executive Director for Florida Division of Emergency Management as well as the Executive Management Team, which includes two Deputy Executive Directors and Chief of Staff. The specific core functions and responsibilities include, but are not limited to:

* Represent the Executive Director's Office as the front desk receptionist, requiring excellent customer service that coordinates with other executive level staff internally and externally.

* Assist in preparing correspondence for the Executive Management Team including email, letters, reports, etc.

* Attend meetings, record and document requests and/or assignments, and track progress until completion.

* Provide administrative support in coordination, editing, preparation, and completion of work products.

* Monitor assignments and special projects until completion and keep all informed, as necessary.

* Assist in maintaining the Executive Management Teams' calendars and schedules.

* Process purchase orders and/or requisitions for the Executive Director's Office.

* Arrange and process travel for the Executive Management Team, including but not limited to authorizations and reimbursements within the Statewide Travel Management System (STMS), coordinating arrangements and bookings on multiple web platforms vendor centric (Marriott, Delta, American, etc.), and develop line by line travel itineraries for the day-to-day travel arrangements.

* Process p-card purchases and validations in P-card Works for the Executive Management Team.

* Prepare correspondence for the Executive Management Team including memorandums and reports.

* Assist in monitoring the Executive Director's email, specifically the inbox, and assists with assigning emails to the appropriate staff within FDEM.

* Process incoming meeting requests and assign such requests to the appropriate staff to address and/or attend.

* Maintain a central filing system supporting assigned functions, duties and responsibilities using effective organizational and filing methods which provide opportunities for knowledge transfer.

* Assist FDEM staff in monitoring incoming and ongoing audits, including maintaining a log of all active audits and deadlines for responses and other actions, as well as assisting and researching audit responses, as needed.

* Coordinate with field staff, communications staff, legislative staff, and other internal and external partners for the coordination, movement, and any paperwork (travel notebook containing speaking points, face-pages, arrangements needed) for the movement of Executive Management Team.

* Support FDEM during an activation of the State Emergency Operations Center.

* Perform other duties as assigned.

In response to emergency events, FDEM employees may be required to work irregular hours, to work more than 8 hours per day, to work extended periods (including weekends and holidays), to work at locations other than their official headquarters, and to perform duties in addition to those outlined in the employee's position description. Employees must be able to…