Executive Assistant Senior

cityofgainesville; United States; On-site; USD 52,000 - 84,000; Full time

Job summary

City of Gainesville offers a permanent full-time role in the PRCA Administrative Division, supporting the Assistant Director and managing department-wide tasks. The position handles public records requests, agenda management, and special projects in a fast-paced government environment.

The role requires organization, proactive problem solving, and strong communication to coordinate across multiple tasks while staying adaptable to changing priorities. A valid driver’s license is required.

Qualifications

• Experience providing administrative/staff support to senior management.
• Ability to manage confidential information and multiple tasks.
• Strong written and verbal communication skills.

Responsibilities

• Develop and oversee administrative details and coordinated workflow.
• Serve as staff liaison to committees and boards; prepare agendas and packets.
• Assist with PTTP programs; maintain checklists and guidance materials.
• Draft/interpret policies and draft agenda items for City Committee work.

Skills

Organized

Effective communication

Detail oriented

Multi-tasking

Tools

Excel

Job description

Make a difference in the community you live in! As a Community Builder-an employee with the City of Gainesville- you will have a direct hand in building and improving your community and making a visible impact on the lives of your neighbors. Working for local government is more than a job, it's a chance to contribute to community success and to help enhance the Gainesville way of life.

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 Details

This is a permanent full-time position working 40 hours per week with the Department of Parks, Recreation and Cultural Affairs (PRCA). It will support the Assistant Director within the Administration Division of the department. The Administrative Division handles department-wide tasks including budget, contracts, accreditation, master planning, customer service, as well as special projects. Duties assigned to this position include management of public records requests through JustFOIA and managing agenda items in eScribe.

PRCA provides a fast moving and exciting environment that provides integral services to our neighbors. Successful applicants for this position will be highly organized, be able to anticipate opportunities and issues, be detail oriented, be an effective communicator and be able to work on multiple projects/tasks simultaneously. They will also be technologically savvy and adaptive to changing priorities.

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

• Excel

IF YOU HAPPEN TO FAIL YOUR TESTING, YOU MAY RETAKE THE TEST AS LONG AS IT IS BEFORE THE DEADLINE

To schedule testing please contact CareerSource North Central Florida by emailing [e-mail] your request. They are the test administrators and will be able to assist you with your assessments.

PLEASE LISTEN TO THE ENTIRE MESSAGE FOR INSTRUCTIONS

This testing is done online.

Testing is due by EOD 9/23/26

These are mandatory assessments and must be completed for further considered for this position.

Test scores are good for 1 year If you have completed testing in the past year, please ensure your scores are attached to your application before submission!!

THIS POSITION REQUIRES A DRIVER"S LICENSE

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.

EXAMPLES OF WORK This section of the job description is not intended to be a comprehensive list of duties and responsibilities of the position. The omission of a specific job function does not absolve an employee from being required to perform additional tasks incidental to or inherent in the job. Performance of lower level duties may be required.

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 back-up 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 Commi