Executive Specialist - Institute for Governance and Civics

Florida State University; Tallahassee (FL); On-site; USD 55,000 - 75,000; Full time

Job summary

Florida State University is seeking an Executive Specialist for the Institute for Governance and Civics in Tallahassee, FL. The role focuses on executive communications, calendar optimization, and liaison duties with university stakeholders.

The position involves coordinating travel logistics, preparing detailed itineraries, and generating leadership reports. A Bachelor’s degree with related experience or equivalent experience is required, with a strong emphasis on organizational efficiency and

Qualifications

• Provides executive support and correspondence on behalf of the IGC Director.
• Manages cross-functional calendars, meeting agendas, materials, and minutes.
• Produces bi-weekly and monthly leadership reports from research and data analysis.

Responsibilities

• Manage executive communications and act as liaison to university stakeholders.
• Coordinate cross-functional workflows, track action items, and follow up to completion.
• Prepare travel logistics, itineraries, and expense reports for the IGC Director.
• Oversee daily operations and support project execution to drive efficiency.

Skills

Executive support

Calendar management

Reporting

Education

Bachelor's degree + 2 years experience or HS diploma + 6 years experience

Job description

Job Title: Executive Specialist - Institute for Governance and Civics

Location: Tallahassee, FL

Regular/Temporary: Regular

Full/Part Time: Full-Time

Job ID: 63792

Department

The Institute for Governance and Civics

Responsibilities

Manages executive communications, creating and preparing correspondence on behalf of the IGC Director. Serves as the communication link to university stakeholders. Ensures messaging is clear, consistent, and aligned with strategic priorities. Creates meeting agendas, disseminating relevant materials, and compiles meeting minutes. Executes IGC initiatives by coordinating cross-functional workflows, tracking and providing task action items and follow up tasks, provides status updates and sees initiatives through to completion.

Independently conducts research and analyzes academic and administrative data to deliver comprehensive bi-weekly and monthly leadership reports. Manages various administrative projects and oversees daily IGC operations to drive organizational efficiency.

Serves as the primary liaison between the IGC Director and key stakeholders, including university leadership, faculty, staff, students, and external partners. Triages and resolves high-level correspondence, and manages records retrieval for sensitive and confidential data. Proactively optimizes executive time by overseeing dynamic calendar management and strategic scheduling priorities.

Orchestrates comprehensive, end-to-end travel logistics and detailed itineraries for the IGC Director, including flights, lodging, ground transportation, and meeting coordination. Manages fiscal reconciliation on behalf of the Director, preparing and submitting travel expense reports, and itemized receipts for VIP dinners, donor engagements, and institutional hospitality in strict adherence to university and foundation expenditure policies. Coordinates guest logistics, reservations, and operational support for visiting VIPs.

Qualifications

A Bachelor's degree and two years of experience; or a high school diploma or equivalent and six years of experience. (Note: a combination of post high school education and experience equal to six years.)

Contact Info

Lila Seagle

University Information

One of the nation's elite research universities, Florida State University preserves, expands, and disseminates knowledge in the sciences, technology, arts, humanities, and professions, while embracing a philosophy of learning strongly rooted in the traditions of the liberal arts and critical thinking. Founded in 1851, Florida State University is the oldest continuous site of higher education in Florida. FSU is a community steeped in tradition that fosters research and encourages creativity. At FSU, there’s the excitement of being part of a vibrant academic and professional community, surrounded by people whose ideas are shaping tomorrow’s news!

Learn more about Florida State University and our campuses

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Considerations

This is an A&P position.

This position requires successful completion of a criminal history background check.

Equal Employment Opportunity

FSU is an Equal Employment Opportunity Employer.