Executive Assistant to Division Director | Policy & Operations

State of Florida; Tallahassee (FL); On-site; USD 37,000 - 52,000; Full time

Job summary

Department of State in Florida is seeking an Executive Assistant I for the Division of Elections, Director’s Office. The role focuses on high-level administrative support, confidential assignments, and coordination of meetings and travel for the Division Director and Assistant Director.

Responsibilities include preparing agendas and materials, routing correspondence, HR liaison duties, and supporting publications and website tasks.

Qualifications

• High school diploma or its equivalent.
• Four years of administrative experience. A bachelor’s degree may substitute for the required years of experience.
• Experience organizing and maintaining files.
• Experience scheduling meetings, conference calls, preparing agendas and meeting materials.
• Experience using MS Word, Excel, PowerPoint, and Outlook.

Responsibilities

• Independently serves as the principal assistant and division coordinator for the Division Director and Assistant Director. Performs confidential special assignments. Assists in planning and formulating policies and procedures to ensure the division operates efficiently and effectively.
• Coordinates travel arrangements including travel authorizations and requests for travel expense reimbursements for the Division.
• Processes multiple program administrative functions, including applications for certification of Supervisors of Elections' special qualification salary and drafting renewal certificates.
• Assists on special projects and annual publications, such as voter guide and election code publications.
• Perform other work-related duties as required, including viewing or entering FVRS data.

Skills

MS Word

Excel

PowerPoint

Outlook

Education

High school diploma

Bachelor's degree substitution possible

Tools

Access

Adobe Design

Adobe Acrobat

Job description

Department of State in Florida is seeking an Executive Assistant I for the Division of Elections, Director’s Office. The role focuses on high-level administrative support, confidential assignments, and coordination of meetings and travel for the Division Director and Assistant Director.

Responsibilities include preparing agendas and materials, routing correspondence, HR liaison duties, and supporting publications and website tasks.