Executive Assistant

JEA; Jacksonville (FL); On-site; USD 65,000 - 95,000; Full time

Job summary

JEA is seeking an experienced administrative professional to support its Leadership Team in Jacksonville, FL. The role requires handling multiple priorities, coordinating calendars, and preparing for Board meetings with attention to Florida open meeting laws.

Ideal candidates will have an associate degree and 5 years of progressive executive support, with 3 years supporting C-Level executives preferred. The position emphasizes professionalism and proactive task management.

Qualifications

• An associate's degree in business, communications, or related field is required.

Responsibilities

• Provides administrative support for Leadership Team members, handling multiple tasks and priorities.
• Manages executive office workflow to ensure efficiency and timely information exchange.
• Prepares meeting agendas, coordinates logistics, and distributes minutes in accordance with open meeting laws.
• Screens inquiries and handles relevant decisions within mission and priorities.
• Maintains calendars and coordinates meetings for assigned executives.
• Prepares letters, reports, and specialized presentations for executives.
• Handles purchasing and travel processes for executives.
• Supports Board Services in Board meeting preparation and related activities.

Skills

Executive support

Calendar management

Meeting coordination

Open meetings compliance

Travel arrangements

Customer service

Education

Associate's degree in business or related field

Tools

Microsoft PowerPoint

Microsoft Excel

Job description

About this job

Provides administrative support for members of JEAs Leadership Team (LT) requiring the ability to handle multiple tasks and competing priorities. Establishes and maintains relationships with key external stakeholders (e.g. mayor, sheriff, city executives, etc.) by serving as a representative in answering inquiries and making decisions within the parameters of JEAs mission and business priorities. Implements, manages and establishes priorities for projects and deliverables in support of the LT. Manages executive office workflow to ensure efficiency and timely information exchange, following up on action items, screening and determining priority matters and proactively handling appropriate matters. Serving as a representative for JEAs executives, the incumbent must maintain a professional demeanor at all times. Additionally, this role has a dotted-line reporting relationship to the Director Board and Administrative Services, providing key support to the Board Services department in preparing for Board meetings and related activities.

• Increases external & internal customer satisfaction by effectively responding to and resolving customer inquiries.
• Analyzes information, maintains and controls correspondence, database files, spreadsheets and graphics, stores and retrieves paper files.
• Enhances corporate effectiveness by ensuring meeting agendas are prepared, meeting room logistics are organized, and minutes are taken and distributed.
• Manages calendars and coordinates meetings for assigned executives.
• Prepares minutes, agendas, and related documentation for committees and other meetings that may require strict adherence to Florida open meeting and/or public records laws.
• Prepares letters in response to customers, employees, or other key stakeholders.
• Professionally handles phone or other communications for assigned executives.
• Prepares spreadsheets, power point presentations and specialized reports as requested by assigned executives.
• Handles purchasing and travel processes for executives.
• All other day to day support for the Leadership Team.
• Performs other job-related duties as assigned.

Education: An associate's degree in business, communications, or related field

AND

Experience: Five (5) years of progressive experience in an executive administrative capacity. Three (3) years of experience supporting C-Level executives is preferred

OR

An equivalent combination of education, experience and/or training.

PHYSICAL REQUIREMENTS

Up to 8 hours per day

Lifting

Up to 2 hours per day

Walking

Up to 5 hours per day

Up to 50 max. pounds **

Standing

Up to 3 hours per day

Pushing

Will not generally apply

Up to 3 hours per day

Up to 50 max. pounds**

Up to 2 hours per day

Pulling

Will not generally apply

Stooping

Up to 2 hours per day

Up to 50 max. pounds**

Reaching

Up to 2 hours per day

Climbing

Up to 1 hour per day

Up to 1 hour per day

Up to 1 hour per day

Twisting

Up to 1 hour per day

Ladder

Will not generally apply

Will not generally apply

Equipment

Will not generally apply

Kneeling

Will not generally apply

Will not generally apply

Typing

Up to 5 hours per day

Data Entry

Up to 5 hours per day

None

Other physical demands or notes:

**JEA employees should not attempt to lift, pull or push a load in excess of 50lbs. without assistance. Care should always be taken when lifting, pushing or pulling in an awkward position.