Executive Assistant & Division Operations Coordinator

State of Florida; Tallahassee (FL); On-site; USD 40,000 - 60,000; Full time

Job summary

Department of State in Tallahassee seeks an experienced administrative professional to support the Division Director and Assistant Director. You will coordinate meetings, manage correspondence, and assist in policy and procedure development for efficient operations.

The role requires organizing travel, maintaining records, and serving as HR liaison, with opportunities to handle publications and FVRS-related tasks.

Qualifications

• Four years of administrative experience or a bachelor’s degree substituted for experience.
• Experience organizing and maintaining files.
• Experience scheduling meetings, preparing agendas and materials.
• Proficiency with MS Word, Excel, PowerPoint, and Outlook.

Responsibilities

• Serve as principal assistant and division coordinator for the Division Director and Assistant Director; handle confidential assignments.
• Coordinate work assignments for the Division of Elections staff and arrange meetings with invitations and materials.
• Process correspondence, respond to inquiries, and act as HR liaison.
• Arrange travel, including authorizations and expense reimbursements.
• Support program administrative functions, certifications, correspondence, and website updates.
• Assist on special projects and publications related to elections and governance.
• Access FVRS to view or enter registration data as required.

Skills

Administrative experience

Meeting coordination

Microsoft Office suite

Education

Bachelor's degree

Tools

MS Word

Excel

PowerPoint

Outlook

Access

Job description

Department of State in Tallahassee seeks an experienced administrative professional to support the Division Director and Assistant Director. You will coordinate meetings, manage correspondence, and assist in policy and procedure development for efficient operations.

The role requires organizing travel, maintaining records, and serving as HR liaison, with opportunities to handle publications and FVRS-related tasks.