Executive Assistant
- Job Title
- Executive Assistant
- Job ID
- 27667621
- Location
- Jacksonville, FL, 32204
- Other Location
- Description
-
Idea Recruitment is seeking an Executive Assistant for a client in Downtown Jacksonville, FL
This highly responsible position provides high level, complex and confidential executive support to the SR. VP . 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.
Essential Job Functions
- Performs high-level executive support for the SR. VP relieving him/her of administrative detail.
- Handles highly confidential materials and information relating to the Authority and its Governing Board, etc.
- Prepares and/or provides administrative/statistical reports to the SR. VP and maintains executive reporting data, seminar reports, etc., as required to ensure the Agency’s progress toward achieving objectives and goals.
- Maintains confidentiality of documents and correspondence for SR. VP files.
- Receives incoming mail directed to the SR. VP and composes responses as required and/or forwards to appropriate staff for response and follow-up.
- Schedules public appearances for the SR. VP and ensures the External Affairs Division is notified of same. Coordinates the research and development of materials for use by the SR. VP for public appearances and meetings.
- Prepares and/or provides administrative/statistical reports to the SR. VP to ensure Agency’s progress toward achieving established goals and objectives.
- Responds to inquiries from the public/business community in person and by telephone concerning the Authority and its services, functions and processes.
- Communicates 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. Handles special projects/information requests resulting from these contacts.
- Must be familiar with city, state and federal elected/appointed officials and their roles as they relate to Authority activities to effectively carry out responsibilities and respond to their requests.
- Coordinates special projects as assigned by the SR. VP and provides research for same.
- Allocates assignments and works with SR. VP ’s direct reports as deemed appropriate.
- Reviews and/or prepares PowerPoint presentations, agendas and other related materials for presentations at meetings, and handles the mechanics of the PowerPoint equipment and technology.
- Notarizes documents for the Agency – Controls use of Corporate Seal.
- Performs other related duties as assigned.
- Ability to use word processing, spreadsheet and related software applications, specifically, Microsoft Word, Excel, PowerPoint, Access, SharePoint, Firefly (Oracle) and Flow Charting software.
- Must have strong analytical and problem solving skills.
- Ability to coordinate and manage projects.
- Strong interpersonal skills.
- Experience in community relations and customer service initiatives.
- Considerable knowledge of all laws, rules and regulations relating to the program areas within the Authority.
- Ability to communicate effectively both orally and in writing, including preparing written reports and memoranda.
- Ability to deal effectively with the Board of Directors, political leaders, community leaders, the general public and JTA employees in a courteous and professional manner.
- Must think strategically, act independently and be proactive with limited supervision.
- Must work well under pressure, juggling multiple tasks, projects and timelines to meet deadlines, and have excellent organization, time/project management skills.
