Executive Assistant Senior

City Of Gainesville, FL; United States; On-site; USD 34,000 - 55,000; Full time

Benefits offered by this job

Health insurance

Life insurance

Paid leave

11 paid holidays a year

Pension plan

Deferred compensation plan

On-site fitness center

Tuition reimbursement

On-site medical staff

Wellness program

Job summary

City of Gainesville is seeking a skilled administrator to support a senior manager within the Parks, Recreation and Cultural Affairs Administration. The role requires independent judgment, discretion, and strong organizational abilities to manage administrative details and cross-departmental coordination.

Responsibilities include preparing agendas, managing documents, minutes, and reporting for grants and budgets, while supervising staff as assigned.

Qualifications

• Associate degree plus three years of administrative/support experience, or equivalent combination.
• CAP or CPS may substitute for degree.
• Typing speed minimum 35 wpm; valid driver's license if courier duties are required.

Responsibilities

• Develops and oversees administrative details and workflows.
• Liaises with committees and represents the department at meetings.
• Prepares agendas, documents, and mails packets to board/staff.

Skills

Judgment & discretion

Policy interpretation

Organizational skills

Communication skills

Problem solving

Education

Associate degree or equivalent

CAP/CPS substitute allowed

Typing 35 wpm

Valid Florida Driver license

Job description

Job Details

Department: GG_Parks, Recreation and Cultural Affairs: Parks, Recreation and Cultural Affairs Administration

Salary Range Minimum: $25.00

Salary Range Maximum: $40.41

Closing Date: 09/23/2026

Job type: Permanent full-time, 40 hours per week

Job Description: SUMMARY

This is advanced, diversified, often confidential and moderately complex administrative and staff work supporting a senior level manager who oversees diverse activities within their department. Duties require some independent judgment through the application of problem solving, decision making, dependability and initiative and the ability to process and resolve various departmental issues. Positions allocated to this Classification may assign and review the work of Staff Assistants and Staff Specialists. Duties must be performed at a high level of competence and require discretion and judgment with respect to matters of significance. Positions allocated to this classification report to a senior level manager of a department with multiple divisions (who is a member of the Executive Team). Work is performed under general supervision and is normally reviewed upon completion. Work in this class is distinguished from higher classes by its lack of managerial responsibility and from lower classes by its coordination of administrative activities, latitude for discretion and decision making, supervisory responsibility and work of a confidential and sensitive nature.

ESSENTIAL JOB FUNCTIONS

• Develops, plans, and oversees administrative details and coordinated workflow of assigned area.


• Serves as staff liaison to special committees and boards and represents the department by attending meetings or serving on assigned committees.


• Prepares meeting agendas, photocopys and/or assembles backup documentation, mails packets to board and staff members.


• May take and transcribe minutes.


• Assists with the administration of department Progression-through-Training (PTTP) programs; prepares a manual of checklists, procedures and materials and reviews proposed actions to evaluate appropriateness and timeliness before forwarding to the department head for review.


• Assists with drafting, modifying, and interpreting operational and personnel policies, guidelines and administrative procedures applicable to department staff.


• Drafts and prepares agenda items for City Commission meetings.


• Handles inquiries, complaints, and requests; tracks issues and resolutions and provides assistance regarding specific matters within area of expertise in resolving complex inquiries and complaints.


• Assists in the proofing, drafting, and distribution of moderately complex documents.


• Prepares and makes presentations.


• Researches, reviews, gathers, compiles and maintains detailed and specialized information for reports and department work processes.


• Prepares reports for grant funded projects and monitors grant compliance.


• Maintains records, libraries, databases, tracking systems and files required in connection with department work processes.


• Assigns and reviews the work of Staff Assistants and Staff Specialists.


• Schedules, coordinates and maintains assigned calendars.


• Makes travel arrangements and prepares itineraries.


• Assists with planning and execution of meetings and department sponsored events.


• Provides oversight, maintenance and updating of the department’s intranet and/or internet sites.


• Sets work goals, objectives, and priorities.


• Works directly with department and division managers to facilitate completion of respective assignments and objectives.


• Monitors operation of and recommends repairs or upgrades to office equipment, coordinates repair or upgrade of new equipment.


• Acts as department Timekeeper; inputs department payroll into Remote Time Entry (RTE).


• Assists with the preparation, coordination and administration of department budget.


• Administers department purchase orders and VISA purchases, and prepares department bills for processing; requests information or supporting documentation from appropriate staff.


• Receives and screens visitors and/or telephone calls that require the use of judgment, tact, and diplomacy.


• Assists managers with confidential/sensitive materials related to labor agreements, political issues, personnel matters, and/or criminal records.


• Attends work on a continuous and regular basis.


• May perform tasks normally assigned to Staff Assistants and Staff Specialists as workflow and demands require.


• Performs other related duties as assigned.

QUALIFICATIONS

To be considered for this position you must take and pass the City of Gainesville: Excel

• Associate degree from an accredited college or equivalent vocational/technical training, and three (3) years responsible administrative and staff support experience, or an equivalent combination of training and experience which provide the required knowledge, skills, and abilities.


• A Certified Administrative Professional (CAP) certificate or Certified Professional Secretary (CPS) certificate may substitute for an Associate degree.


• An additional two (2) years of responsible administrative and staff support experience may substitute for an Associate degree.


• Must type at a minimum speed of 35 correct words per minute or at a higher speed, as set by the department.


• Valid Florida Driver license with a safe driving record (if courier duties are required).


• Certified Administrative Professional (CAP) certificate or Certified Professional Secretary (CPS) certificate is preferred.

EDUCATION AND EXPERIENCE

Same as above; included in qualifications (see above).

CERTIFICATIONS OR LICENSES

Same as above; included in qualifications (see above).

KNOWLEDGE, SKILLS AND ABILITIES

• Ability and willingness to use sound judgment, exercise discretion, and after evaluating alternatives, make decisions on matters of significance.


• Ability and willingness to carry out major assignments.


• Comprehensive knowledge of administration, organization, policies, practices, and programs.


• Demonstrated proficiency in relevant software and advanced computer skills.


• Thorough knowledge of liaison duties and responsibilities.


• Ability to function in a politically sensitive and volatile environment.


• Ability to organize and coordinate multiple assignments.


• Ability to work with general supervision.


• Ability to maintain confidentiality and respond appropriately to sensitive/confidential issues.


• Ability to resolve conflicts.


• Ability to understand and follow moderately complex oral and written instructions.


• Ability to resolve customer complaints and answer inquiries tactfully, courteously, and effectively.


• Ability to work effectively with co-workers and internal and external customers.


• Ability to communicate effectively, both orally and in writing.


• Ability to operate basic office equipment.


• Ability to perform administrative functions, including the ability to assign and review the work of other staff members.

PHYSICAL AND ENVIRONMENTAL REQUIREMENTS

While performing the duties of this Job, the employee is often required to sit for prolonged periods of time.

WORK ENVIRONMENT

May be required to work and attend meetings outside regular business hours.

OTHER INFORMATION

NOTE: May Require Assessment(s). May fill multiple positions. May establish an eligibility list.

BENEFITS

• Health insurance


• Life insurance


• Paid leave


• 11 paid holidays a year


• Pension plan


• Deferred compensation plan


• On-site fitness center


• Tuition reimbursement


• On-site medical staff


• Wellness program

EQUAL OPPORTUNITY

The City of Gainesville is an equal opportunity/affirmative action employer and does not discriminate in hiring.

Minorities, women and individuals with disabilities are encouraged to apply.

Individuals with a disability, who require special accommodations during the selection process, should notify the Human Resources Department at 352-334-5077 or TDD/TTY at 352-334-2292.

Veterans' Preference. Veterans are encouraged to apply. Veterans’ Preference ensures that veterans and eligible persons are given consideration at each step of the selection process. However, preference does not guarantee that a veteran or other eligible person will be the candidate selected to fill the position. Section 295.07, Florida Statutes (F.S.) specifies who is eligible for Veterans’ Preference. State of Florida residency is not required for Veterans’ Preference.

If you are unable to apply online due to a disability, contact recruiting at [e-mail] or by calling 352-334-5077.

ABOUT THE CITY OF GAINESVILLE

The City of Gainesville proudly employs more than 1,500 dedicated community builders who work every day to make a positive impact on our community. Our team includes professionals from a wide range of fields, from creative innovators and financial experts to public safety personnel and critical infrastructure engineers. We offer diverse and rewarding career opportunities across many departments and service areas, including General Government, Gainesville Police Department, Public Works, Parks, Recreation and Cultural Affairs, Information Technology, Gainesville Fire Department, Regional Transit System, and more. No matter your background or expertise, you'll find meaningful opportunities to grow your career while serving the Gainesville community.