Senior Executive Assistant - County Manager's Office

Polk County BoCC; Bartow (FL); On-site; USD 45,000 - 55,000; Full time

Job summary

Polk County BoCC in Bartow, Florida, seeks a Senior Executive Assistant to provide high-level administrative support to the Deputy County Manager and direct reports. You will manage calendars, meetings, travel arrangements, and agendas, while preparing documents, meeting minutes, and board materials with accuracy and discretion.

The role emphasizes independent task execution, strong communication, and reliable handling of confidential information in a busy county office environment.

Qualifications

• High school diploma or equivalent.
• 7+ years clerical/secretarial experience with at least 2 years in a supervisory or lead role.
• Proficient in word processing, spreadsheets, and related software.
• Valid driver’s license; Florida license eligibility if required by the unit.

Responsibilities

• Provides executive-level administrative support to a Deputy County Manager.
• Independently plans, executes, and follows up on administrative tasks, meetings, and projects.
• Drafts, prepares, proofreads, and processes documents using required software.
• Assembles and prepares BoCC and PRWC meeting agendas and materials.
• Takes dictation or meeting minutes as required.
• Manages calendars, schedules meetings, and provides reminders to leadership.
• Arranges travel and itineraries for Deputy County Managers and staff.
• Handles routine mail distribution and correspondence.
• Maintains fiscal/recordkeeping data and verifies financial statements and purchase orders.

Skills

Business English

Punctuation

Spelling

Arithmetic

Office practices

Recordkeeping

Independent work

Prioritization

Written communication

Verbal communication

Drafting correspondence

Dictation transcription

Leadership oversight

PC skills

Education

High school diploma

Tools

Word processing

Spreadsheets

Office software

Personal computers

Job description

Job Description

JOB TITLE: Senior Executive Assistant

SOC CODE: 43-6011

SECTION: Secretaries and Administrative Assistants

PG: 14 - $23.96/hour $49,836.80/annual

DIVISION: County Manager

FLSA: Non-Exempt

Must be able to perform the essential functions of the position, with or without reasonable accommodation. Essential functions and job-related requirements, including physical and cognitive demands, are described below. This job description outlines the general scope of duties and responsibilities and is not intended to be an exhaustive list of all tasks that may be assigned.

Major Function

Performs advanced administrative, clerical, and secretarial duties in support of the Deputy County Managers and direct reports. Manages office operations, coordinates schedules, and ensures efficient workflow.

Illustrative Duties

Administrative Support

• Provides executive-level administrative support to a Deputy County Manager, ensuring compliance with established office procedures and policies.
• Serves as a personal assistant, independently planning, executing, and following up on administrative tasks, meetings, and projects.
• Drafts, prepares, proofreads, types, and processes various documents, including memoranda, letters, reports, and summaries, using required software.
• Assembles and prepares Board of County Commissioners (BoCC) and Polk Regional Water Cooperative (PRWC) meeting agendas and related materials.
• Takes and transcribes dictation or meeting minutes as required.
• Manages appointment calendars, schedules meetings, and provides reminders to leadership.
• Arranges travel, secures reservations, and finalizes itineraries for Deputy County Managers and staff.
• Handles routine mail distribution and correspondence.

Fiscal and Record Management

• Enters and maintains fiscal, recordkeeping, and other data in computerized systems.
• Reviews and verifies financial statements, reports, and purchase orders for accuracy.
• Ensures compliance with fiscal policies and recordkeeping standards.

Supervisory and Training Responsibilities

• May supervise and direct the work of assigned personnel.
• Provides agenda software training to division secretaries and clerical personnel.

Public and Internal Communications

• Interacts with the public, employees, and officials, providing information and guidance based on established procedures.
• Represents the office professionally in all interactions.

Knowledge, Abilities And Skills

• Strong knowledge of business English, punctuation, spelling, and arithmetic.
• Proficiency in office practices, procedures, and recordkeeping methods.
• Ability to work independently and manage multiple priorities effectively.
• Strong written and verbal communication skills, including the ability to draft business correspondence.
• Ability to relieve supervisors of routine administrative matters.
• Competency in mathematical calculations and data tabulation.
• Excellent interpersonal skills with the ability to interact professionally with employees, officials, and the public.
• Proficiency in using personal computers, office software, and other technology required by the work unit.
• Ability to operate, maintain, and troubleshoot office equipment.
• Typing proficiency of at least 55 correct words per minute (CWPM) with a maximum of 10 errors.
• Ability to take and transcribe dictation if required.
• Capability to oversee and direct the work of others when assigned.

Minimum Qualifications

• Graduation from an accredited high school or possession of an equivalent diploma.
• Minimum of seven (7) years of clerical or secretarial experience, including at least two (2) years in a supervisory or lead role.
• Must be proficient in word processing, spreadsheet, and other relevant software applications.
• Must possess a valid driver’s license and be able to obtain a valid Florida driver’s license if required by the work unit.
• A comparable amount of related experience and training may be substituted for the required experience.

Special Requirements

• This full-time position is based in Polk County, Florida. Flexibility may be required to support emergencies outside of regular business hours.