Sunrise Talent Solutions

Back to List

Details:

Job Type:

Direct Hire

Remote Status:

On-Site

Apply Later:

Send this job to your inbox!

Executive Assistant

Jacksonville, FL

IDj-298Posted 9/10/2024

Brief Description of Work:

This highly responsible position provides high level, complex and confidential executive support to the SVP– Chief Infrastructure & Development Officer. The position draws on extensive knowledge of Authority organization and functions in organizing and coordinating the activities and work processes required of the SR. VP ’s office. This position will regularly interact with the Authority’s SR. VP, Board of Directors and Executive Management team. The position will also provide administrative and operational support to the System Development Division staff.

Essential JobFunctions:

Performs high-level executive support for the SVP relieving him/her ofadministrative detail.
Handles highly confidential materials and information relating to the Authorityand the Division, etc.
Maintains confidentiality of documents and correspondence for SVP files.
Receives incoming mail directed to the SVP and composes responses as requiredand/or forwards to appropriate staff for response and follow-up.
Manages the SVP’s calendar, including scheduling meetings, appointments,speaking engagements, and travel (may include domestic and international)arrangements. Exercise discretion in committing time and evaluating needs.
Organize and prepare for meetings including gathering documents and attendingto logistics of meeting, ensuring attendees are well prepared.
Schedule departmental meetings; assist in the preparation and distribution ofmeeting agendas and materials.
Serve as a liaison between the SVP, Division staff and the public. This includesreceiving and screening the SVP’s phone calls and visitors, answering a varietyof questions with tact and diplomacy, taking messages, and directing callsappropriately for resolution.
Draft, review and send correspondence on behalf of SVP. Correspondenceincludes letters, memos, reports, manuals, presentations, and other material ongeneral or technical subject.
Possesses strong clerical skills including typing, transcribing, word processing,mail and contact management, spreadsheets, presentations, and all of theagency’s systems and databases. Regularly and accurately proofreads alldocuments to ensure accuracy and completeness prior to distribution or filing.
Schedules public appearances for the SVP and ensures the External AffairsDivision is notified of same. Coordinates the research and development ofmaterials for use by the SVP for public appearances and meetings.
Prepares, submits and coordinates travel requests for SVP.
Communicates with the stakeholders, elected officials, community leaders, thegeneral public, customers and other representatives in referring calls,disseminating messages, mailings and other information. Handles specialprojects/information requests resulting from these contacts.
Coordinates special projects as assigned by the SVP and provides research forsame.
Reviews and/or prepares PowerPoint presentations, agendas and other relatedmaterials for presentations at meetings, and handles the mechanics of thePowerPoint equipment and technology.
Notarizes documents for the Agency.
Exhibits good judgment and organizational skills to receive, record anddisseminate all information on behalf of SVP and Division staff.
Coordinate work with other Division staff as needed; play a key role in thecoordination of staff efforts both within and outside the Division
Assists in preparation of travel requests for Division staff.
Works closely with other Executive Administrators and/or Staff Assistants tocoordinate communications, schedules and special project activities betweendivisions.
Responsible for preparation of Division’s monthly board agendas, submissionforms and memos.
Coordinates inquiries, complaints, audits and reviews for Division.
Maintains office supplies by checking stocks, placing and expediting orders, andevaluating new products.
Ensures operation of office equipment by completing preventive maintenancerequirements and calling for repairs.
Participates as part of group effort in assembling monthly board package.
Participates as part of group effort in set-up and clean-up for board workshopsand meetings.
Tracks training hours for the Division.
Coordinates inquiries into public record requests and subpoenas for the Division.
Performs other related duties as assigned.

Compliance:

Responsible for completing all mandatory training classes.
Responsible for reviewing and complying with all policies, procedures anddirectives.

Required/ PreferredExperience:

Must have high school diploma or acceptable equivalent. A minimum of six yearsexperience in executive administrative support or equivalent combination of collegecoursework and experience.

Knowledge, Skills &Abilities:

Ability to use word processing, spreadsheet and related software applications,specifically, Microsoft Word, Excel, PowerPoint, Access, SharePoint, Firefly(Oracle) and Flow-Charting software.
Very organized multi-tasking, detail-oriented team player.
Must have strong analytical and problem-solving skills.
Strong verbal and written communication skills as well as excellentproofreading skills. Ability to communicate effectively both orally and inwriting, including preparing written reports and memoranda.
Ability to multi-task and timely respond to deadlines as well as balanceworkload.
Strong interpersonal skills and ability to work well in cooperativeenvironmental and communicate with staff on all levels.
Ability to coordinate and manage projects.
Experience in community relations and customer service initiatives.
Considerable knowledge of all laws, rules and regulations relating to theprogram areas within the Authority.
Knowledge of record-keeping requirements to ensure all documents,correspondences and files comply with current statutory requirements.
Ability to deal effectively with the Board of Directors, political leaders,community leaders, the general public and internal employees in a courteous andprofessional manner.
Must think strategically, act independently and be proactive with limitedsupervision.
Must work well under pressure, juggling multiple tasks, projects and timelinesto meet deadlines, and have excellent organization, time/project managementskills.