Job Summary:
We are seeking a highly organized and detail-oriented Executive Assistant to provide comprehensive administrative support to our executive team. The ideal candidate will have exceptional communication skills, strong attention to detail, and the ability to handle multiple tasks simultaneously. As an Executive Assistant, you will play a crucial role in ensuring the smooth operation of our organization.
Essential Functions (Without Accommodations):
1. Assist the Executive Director in day-to-day organizational and office management tasks, such as project management, meeting scheduling, and filing of documents (paper and/or digital).
2. Provides specialized or technical services to administrative staff/Commissioners in official meetings, public functions, and public relations matters.
3. Attend all District Board Meetings and responsible for preparing board meeting material, monitor the flow of the meeting, record the meeting, and create and distribute official minutes.
4. Responsible for recording and maintenance of recordings of all publicly noticed meetings.
5. Performs special assignments, research, and report preparation.
6. Coordinates and arranges all District Travel, including but not limited to, airlines reservation, hotel reservation, car rental reservation, and event registration.
7. Assists in the development and articulation of policy positions and administrative procedures.
8. Performs special assignments frequently of a highly confidential nature.
9. Takes telephone calls, emails, and other communications from the public concerning mosquito nuisance problems and District services.
10. Processes a variety of correspondence, investigates subject matter and prepares replies.
11. Maintains current information on district policies and programs and processes routine matters within established policies.
12. Assist the Finance Department with competitive bid process.
13. Receive, route, and organize incoming internal and external communications to a conduit of effective communication within the District.
14. Perform backup duties of various HR functions and assists in maintaining personnel records.
15. Cross-train with a variety of staff positions to better understand District functions and the relationships among them.
16. Organize and Manage District special events, e.g. District Holiday party, etc.
17. Respond to inquiries from the public about specific FKMCD information as the Public Records & Retention Officer.
18. Manage and Publish District Monthly New Letter.
19. Maintain and determine the timely disposition of all District records in compliance with “GENERAL RECORDS SCHEDULE GS1-SL FOR STATE AND LOCAL GOVERNMENT AGENCIES.”
Since our organization is going to change to meet the needs of public health, environmental conservation, and the District, you can expect, anticipate, and assume that your job description will change to meet these challenges.
Required Qualifications:
1. Proficiency with Microsoft Office Suite applications, Adobe Acrobat, and operate general office equipment.
2. Two years of general office or secretarial experience.
3. Excellent verbal and written communication skills.
4. Ability to exhibit professional behavior at all times, in person, over the phone and through electronic communication toward the general public and staff.
5. Excellent organizational skills, detail-oriented with a proven record of accuracy, self-motived, team-oriented, flexible, anticipatory, and problem-solving skills.
6. Ability to work independently and prioritize workload, taking initiative and ownership of responsibilities.
7. Experience and ability to maintain strict confidentiality with sensitive information using good judgement and discretion.
8. Ability to establish and maintain effective working relationships with others, at all levels within the District.
9. High School Diploma or equivalent.
Preferred Qualifications:
1. Associates or Bachelor’s degree.
2. Three years of executive assistance experience.
3. Experience with public records requests and records management.
Job Type: Full-time
Pay: $52,725.00 - $65,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Schedule:
- 8 hour shift
- Monday to Friday
Experience:
- Microsoft Excel: 2 years (Preferred)
- Microsoft Powerpoint: 2 years (Preferred)
Ability to Commute:
- Marathon, FL 33050 (Required)
Ability to Relocate:
- Marathon, FL 33050: Relocate before starting work (Required)
Work Location: In person
