Executive Assistant

JEA; Jacksonville, Northern (FL, KY); Hybrid; USD 60,000 - 80,000; Full time

Benefits offered by this job

Paid time off

Medical plans

On-site wellness program

Retirement plan

Job summary

JEA in Jacksonville, FL is seeking an Executive Assistant to provide high-level administrative support to the Leadership Team. You will manage calendars, coordinate meetings, prepare documents, and handle communications for executives, ensuring efficient information flow and professional representation.

The role requires an associate degree and 5+ years in executive administration with preferred 3+ years supporting C-level executives, plus strong MS Office/PowerPoint skills.

Qualifications

• An associate’s degree in business, communications, or related field.
• Five (5) years of progressive experience in an executive administrative capacity.
• Three (3) years of experience supporting C-Level executives is preferred.
• An equivalent combination of education, experience and/or training.

Responsibilities

• Increases external & internal customer satisfaction by effectively responding to and resolving inquiries.
• Analyzes information, maintains and controls correspondence, databases, spreadsheets and graphics, stores and retrieves files.
• Prepares meeting agendas, arranges meeting room logistics, and distributes minutes.
• Manages calendars and coordinates meetings for assigned executives.
• Prepares minutes, agendas and documents for committees in compliance with open meeting/public records laws.
• Prepares letters in response to customers or stakeholders.
• Handles phone and other communications for executives.
• Prepares spreadsheets, PowerPoint presentations and reports as requested.
• Handles purchasing and travel processes for executives.
• Performs day-to-day support for the Leadership Team.

Skills

Executive support

Calendar management

Meeting coordination

Minutes taking

Travel arrangements

PowerPoint

Education

Associate degree in business or related field

Tools

Microsoft Office Suite

Job description

Job Description - Executive Assistant (13722)

Job Description

Executive Assistant - ( 13722 )

VETERANS’ PREFERENCE: Pursuant to Chapter 295, Florida Statutes, candidates eligible for Veterans’ Preference will receive preference in employment for Career Service vacancies and are encouraged to apply. Candidates claiming Veterans’ Preference must attach supporting documentation with each submission that includes character of service (for example, DD Form 214 Member Copy #4) along with any other documentation as required by Rule 55A-7, Florida Administrative Code. Veterans’ Preference documentation requirements are available by visiting the following link (http://www.dms.myflorida.com/content/download/97612/566545). All documentation is due by the close of the vacancy announcement.

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.

Job Requirements

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 **
• 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.

The starting salary for professional positions will be determined based on education, licenses, certifications, skills, experience, and alignment with salaries for similar roles within the organization. The starting hourly rate for positions with a pay step plan will be Step 1 of the corresponding union contract.

Work Locations

225 N Pearl Street 225 N Pearl Street Jacksonville 32202

Benefits Summary

• Paid Time Off: 13 paid holidays plus an exceptional annual leave benefit to be used for vacation, personal and sick time.
• Medical: Three comprehensive medical plans offered as options for you and your dependents–including one plan with 100% paid coverage for the employee.
• Other Benefits: Exceptional benefits package beginning from first day of employment.
• Health accounts – employer sponsored HSA and HRA
• Life insurance, accidental death & dismemberment, short-term and long-term disability and more.
• Retirement: JEA provides a great benefits and retirement package for its employees. Employees may begin participation in the 457 Deferred Compensation Plan on day one of
• employment. Employees have the flexibility to choose from a variety of investment options to help them achieve their retirement goals.
• To encourage our employees to develop and maintain good health, JEA offers access to the Healthy Lifestyles Wellness program as well as 11 onsite fitness centers. From annual flu shots and biometric screenings to health risk assessments and periodic access to an on-site mobile mammography unit, the program offers something for everyone.

225 N Pearl Street, Jacksonville, FL 32202

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