Executive Assistant

Jimmy Jazz; Florida; On-site; USD 63,000 - 73,000; Full time

Job summary

New Smyrna Beach Utilities (NSBU) seeks an Executive Assistant to provide high-level administrative support to the Executive Office Manager and General Manager/CEO. The role coordinates Commission meetings, prepares agendas, and maintains official NSBU records.

Responsibilities include managing GM/CEO calendar, arranging travel, processing invoices, and ensuring compliance with records laws. This is a full-time, on-site role requiring a 4-year degree, 4+ years of experience, and Florida notary

Qualifications

• Bachelor’s degree in Business Administration or related field required and a minimum of four (4) years of responsible administrative or paralegal experience required OR an equivalent combination of education and experience.
• Florida Notary Commission required or ability to obtain within 6 months of hire.
• Florida Driver's License Class E required.

Responsibilities

• Coordinates, plans, and administers the monthly NSBU Commission meetings and workshops; prepares agenda packages and GM/CEO reports.
• Ensures proper public notice and posting of all notices and agendas as required by law, and maintains public records.

Education

Bachelor’s degree in Business Administration or related field

4+ years of administrative or paralegal experience

Florida Notary Commission

Florida Driver's License

Job description

• Base Pay $30.10 - $35.31 / Hour
• Employee Type FT Non-Exempt
• Required Degree 4 Year Degree
• Manage Others No

Contact information

• Name Human Resources
• Phone [phone]

The Executive Assistant provides high-level administrative support to the Executive Office Manager and General Manager/CEO. The Executive Assistant also coordinates Commission meetings by preparing Commission agendas and attending meetings. This position manages NSBU’s official records maintaining the integrity and accessibility of all official NSBU documents and proceedings. This position handles sensitive and confidential information.

REPORTS TO

Executive Office Manager

SUPERVISORY RESPONSIBILITIES

None

ON CALL

This position is not on call.

RESPONSIBILITIES

• Coordinates, plans, and administers the monthly NSBU Commission meetings and workshops; manages and prepares agenda packages; prepares monthly GM/CEO reports and executive summaries; distributes materials for the meetings to appropriate offices and officials.
• Responsible for preparation, maintenance of public record and publication/posting of all notices and agendas as required by law, regulation or NSBU resolutions on behalf of NSBU Commission and GM/CEO; ensures adherence to state and local laws regarding recordkeeping, public notices, and meeting procedures.
• Responsible for the compilation, preparation and distribution of GM/CEO Executive Staff Meeting agendas and supporting documentation; create action summary.
• Provides high-level executive administrative support including managing GM/CEO's calendar, scheduling meetings, arranging travel/accommodations for GM/CEO and Commissioners along with assisting with associated agenda items and/or travel expense reports.
• Provides office management including ordering supplies, processing invoices and purchase card statements for Executive Dept., and is responsible for the executive area copier/printer management.
• Understands and adheres to established control procedures, such as proper authorization of expenditures. Immediately report any suspected control deficiencies or fraudulent activities to supervisors or through established whistleblowing channels.

Job Requirements

EDUCATION

Bachelor’s degree in Business Administration or related field required and a minimum of four (4) years of responsible administrative or paralegal experience required OR an equivalent combination of education and experience.

EXPERIENCE

4+ years

Additional Requirements

CERTIFICATES

Florida Notary Commission required or ability to obtain within 6 months of hire.

LICENSES

Florida Driver's License Class E required.

PHYSICAL DEMANDS

While performing the duties of this position, the employee is regularly required to sit. The employee is occasionally required to stand; walk; climb or balance and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds.

EMERGENCY RESPONSE DUTIES

This position is part of New Smyrna Beach Utilities Emergency Management Team and, as such, shall be expected to perform all duties that are assigned during an emergency management operation. Any additional compensation, above the normal weekly salary shall be outlined in the Human Resources Manual or Collective Bargaining Agreement. Failure to appear to perform emergency management assignment and to work assigned shifts as scheduled by NSBU’s Emergency Incident Commander or individuals designated by the General Manager/CEO to assign such functions may result in disciplinary action up to and including termination.

About New Smyrna Beach Utilities

For over 50 years, New Smyrna Beach Utilities (NSBU) has proudly provided the greater New Smyrna Beach area with high-quality utility services. Today, NSBU offers electric, water, wastewater, and reclaimed water services to approximately 30,000 residential and commercial customers. While most municipalities in Florida provide their own water and wastewater services, our community is unique because NSBU is one of only 34 municipal electric utilities in the state—exclusively dedicated to serving our customers, not investors. NSBU is funded solely through utility revenues and is not a taxing authority. NSBU is an equal opportunity employer and complies with the Americans with Disabilities Act. We are committed to providing reasonable accommodations to qualified individuals with disabilities. NSBU does not discriminate based on race, color, religion, sex, national origin, age, disability, or any other protected status. All employment decisions are made based on merit, qualifications, and business needs. We value the service veterans and their family members have given to our country. We support the hiring of returning service members, veterans, and military spouses. Veteran’s preference is applied during our recruiting process. If you require an accommodation to submit your application or resume, please contact our Human Resources office at [phone]. NSBU is a local government organization and a Drug Free Workplace.