Government Jobs is hiring: Senior Executive Assistant in Tallahassee

Overview

Executive Assistant

This is a highly responsible, professional, executive administrative position serving as the executive assistant to the County Administrator. The role also works closely with executive senior management to respond to tasks, projects, and initiatives assigned by the County Administrator. The Job Description Questionnaire (JDQ) reflects a more detailed description of the position. Neither the job description nor the JDQ constitutes an employment agreement. Both are subject to change as the needs of the County and requirements of the job change.

Responsibilities

• Provide high-level administrative support to the County Administrator.
• Respond to emails and phone calls in a timely manner; manage the County Administrator's calendar and coordinate meetings.
• Draft letters, memos, and other correspondence; serve as a liaison to senior management staff to carry out essential tasks assigned.
• Conduct research, gather data, and prepare information on tasks assigned; perform procurement tasks; implement administrative tasks and/or projects assigned by the County Administrator.
• Provide office support as needed; interact courteously with staff and the public.
• Monitor equipment operations and ensure required maintenance; pursue replacement options as needed.
• Monitor office supplies and replenish as needed.
• Track and coordinate responses to citizen inquiries; serve as back-up for support staff in duties such as agenda distribution, CitizensConnect, public notices, and other required meetings.
• Schedule and coordinate logistics for quarterly senior management staff meetings; support management staff in completing large projects as required.
• Exercise independent judgment daily and provide guidance to supervised employees; prioritize tasks to ensure urgent work is completed first.
• Adhere to County policies; manage shifting priorities and problem-solve to determine appropriate routing of inquiries to other departments when needed.
• Provide assistance to callers or visitors with complex or creative thinking to assess needs and direct them to the appropriate County department; draft correspondence and manage assignments for support staff.
• Supervisory role with contact to Commissioners, Aides, County Administrator, and other staff; respond to inquiries, provide information, schedule meetings, and obtain signatures for documents.
• Interact with citizens to provide information on problems or concerns or refer them to the correct individual.
• Operate with tools and equipment including personal computer software (Word, Excel, Smartsheet, Banner, Banner Self-Service, NeoGov, etc.) and standard office equipment.
• Work is performed in an office setting; maintain the ability to remain seated at a desk/computer for extended periods; physical capability to lift, push, or pull at least 20 lbs; may require standing for long periods.

Qualifications

• Proven experience in a fast-paced office environment with multiple phone lines; skilled at taking and transcribing dictation; proficient typing and word processing.
• Strong communication skills, with the ability to convey information clearly, effectively, and tactfully.
• Familiarity with local government structure and operations; proficiency in standard formats, grammar, and spelling.
• Experience with Windows-based software and office equipment; ability to schedule meetings and appointments accurately and timely.
• Demonstrated ability to complete assignments independently with strong attention to detail; ability to organize, prioritize tasks, and meet deadlines.
• Education: Associate’s degree required; experience: five years in secretarial and/or clerical work.
• Exempt status due to supervisory responsibilities; this is an essential element of the job.

Revision History: April 9, 2025.