Executive Assistant

Aston Carter - Jacksonville, FL

Full-time

Jacksonville, FL

Administrative and Support Services

About the position

The Executive Assistant will provide complex executive support to the Chief Executive Officer of one of Jacksonville's top public sector employers. This role involves managing communications, scheduling, and logistics for Board Meetings, as well as ensuring compliance with public records laws. The Executive Assistant will also conduct research, manage projects, and assist in the preparation of various reports and documents.

Responsibilities

• Provides complex executive support to the Chief Executive Officer including report generation, correspondence, review of communications, scheduling of trainings and travel.
• Reviews professional service invoices for legal, financial and architecture services and assigns expenses to general ledger cost centers.
• Assists the CEO in preparation of all materials, reports, schedules, and documents for all Board Meetings of the Board of Commissioners and affiliates Board of Directors.
• Attends all Board Meetings to take minutes; transcribes minutes for CEO; assists other Board Members with specific requests.
• Acts as Public Records and Public Meetings Officer, monitors compliance with the Public Records Law and Open Public Meetings Act.
• Conducts research and data collection on special assignments and projects; tracks legislation; coordinates responses to inquiries from other departments.
• Responsible for website content updates to include state required Public Notices.
• May serve as team leader for, or personally carries out special studies, projects or reports; serves on special task forces and committees; makes recommendations on administrative or operational policies, procedures and systems.
• Administratively responsible for all file management and tracking.
• Establishes a tracking system for all pending projects.
• Organizes monthly senior management meetings.
• Performs other related duties as assigned.

Requirements

• Degree preferred, but not required
• 4+ years experience working in an EA capacity
• Preference will be given to candidates with experience working in the public sector
• Project management or project coordinating experience preferred