Executive Assistant

Job Posting End Date:

Deadline to apply is 11:59 PM on

Job Title:

Contract Type:

Annual Salary:

(Support staff salary will be based on internal equity and experience)

Location:

Job Description Summary:

The Position:

Position General Summary:

The Executive Assistant assists staff members by providing routine and advanced professional level clerical and administrative support work in furtherance of the department’s mission and management operations. Work differs from the Administrative Assistant level in that the Executive Assistant duties and responsibilities require a higher level and more in-depth “skill set” with a greater consequence of error and more responsibility and direct impact on the overall operations and management outcomes.

Essential Position Functions:

• Directly assist the Department Leader and relieves him/her of various administrative functions
• Maintain the office of the Department Leader with a professional and approachable atmosphere for all staff and customers
• Answer incoming calls to answer questions, resolve issues, take messages and/or forward calls to appropriate staff; handles communication with the public
• Develop and implement reports, spreadsheets; assist in preparation of presentations for Department Leader
• Independently compose reports and letters containing decisions for course of action by Department Leader
• Arrange, participate in, and implement, as directed by Department Leader, committee meetings and staff conferences
• Serve as principal contact and liaison with internal and external contacts
• Interpret and respond to email, maintains calendar, schedule, and address book
• Interpret policies and procedures as established by Department Leader
• Coordinate and organize meetings, interviews, evaluations, conference calls
• Manage and coordinate travel arrangements
• Provide additional support to executive team as directed
• Prepare and process expense reports
• Process purchase requisitions, invoices, and vendor orders
• Reconcile various accounts and statements
• Create final documents from notes or outlines including letters, memos, project summaries, meeting agendas, meeting minutes, presentations and spreadsheets
• Collaborate with other agencies and/or departments on upcoming projects
• Monitor work to ensure high quality
• Hold all work-related information in the strictest confidence; this includes, but is not limited to communications, either direct or indirect; strategic information and employee specific personnel information. Any breach in confidentiality may be subject to disciplinary action, up to and including termination
• Meet professional obligations through efficient work habits such as: meeting deadlines, honoring schedules, coordinating resources and meetings in an effective and timely manner, and demonstrates respect for others
• All work responsibilities are subject to having performance goals and/or targets established

 (These essential functions are not to be construed as a complete statement of all duties performed. Employees will be required to perform other job related duties as required.)

Minimum Requirements:

Education/Licensure/Certification:

• Associate’s degree; or equivalent combination of education and relevant experience
• Bachelor’s degree preferred

Experience:

• Three years’ of high level administrative support experience
• Two years of high level office/administrative experience
• Experience working in a Florida public school district, preferred

Knowledge, abilities and skills:

• Knowledge of the department assigned, preferred
• Knowledge of database systems for data retrieval
• Excellent organizational skills such as scheduling, filing, making reservations, and preparing materials on a timely basis; provides follow up and documentation
• Advanced proficiency in various technical applications most commonly used at FLVS, including but not limited to, Microsoft Office applications (Word, PowerPoint, Excel, Sharepoint), and the telephone system
• Possess strong attention to detail
• Strong interpersonal and customer service skills
• Ability to work with/for staff and customers to meet deadlines
• Professional written and verbal communication skills
• Utilizes a wide variety of reference, descriptive, and/or advisory resources
• Ability to handle multiple tasks simultaneously

CORE COMPETENCIES FOR SUCCESS:

JOB KNOWLEDGE AND SKILLS

Team member carries out essential job functions with accuracy, engages in ongoing and relevant professional learning, applies new knowledge effectively, and demonstrates mastery of job-specific skills

PRODUCTIVITY

Team member produces high quality work, meets organizational and departmental deadlines, balances multiple responsibilities, manages time effectively, and seeks ways to improve processes and productivity

COMMUNICATION

Team member communicates clearly in written and verbal formats, collaborates effectively, demonstrates professionalism in all interactions, exhibits strong interpersonal skills, and contributes to a positive team and professional community

CUSTOMER FOCUS

Team member addresses the needs of internal and external customers, analyzes problems effectively, contributes to innovative solutions, seeks opportunities for improvement, and successfully adapts to change

Physical Requirements and Environmental Conditions:

• Frequency of travel:  Occasional travel is required for meetings, trainings and conferences; location may vary and may require overnight stays
• Light physical activities and efforts required working in an office environment

(Reasonable accommodations will be made in accordance with existing ADA requirements for otherwise qualified individuals with a disability.)