Tampa
Full Job Description
Division: Executive
Closing Date: Open Until Filled
Location: 1201 E. 7th Ave., Tampa, FL 33605
Salary Range: $58,572 – $72,311
POSITION PURPOSE:
The Executive Assistant will provide senior high level, complex and confidential executive support as a lead to the CEO. Responsible for the coordination of activities (such as operations and planning) and ensuring timely flow of information to and from the CEO’s office. Uses independent judgment, organizational knowledge, skills, and experience to handle diverse, confidential, and time sensitive issues. The position draws on extensive knowledge of Authority organization and functions in organizing and coordinating the activities and work processes required of the CEO’s office. This position will regularly interact with the Authority’s CEO, Board of Directors, and Executive Management team. This position must be able to work with and bring together cross-functional coordination between departments.
ESSENTIAL JOB FUNCTIONS:
- Performs senior level executive support to the CEO of the Authority.
- Handles highly confidential materials and information relating to the Authority and its Governing Board, etc.
- Assists in the development and management of documentation control systems for historical record keeping, and the tracking, managing, and retrieval of documents related to the business of the Authority.
- Prioritizes work to deal with conflicting workload requirements. Delegates actions, and enforces deadlines for submission of documents for meetings and projects.
- Prepares and/or provides statistical reports to the CEO and maintains executive reporting data, seminar reports, etc., as required to ensure the Agency’s progress toward achieving objectives and goals.
- Maintains confidentiality of documents and correspondence for CEO files.
- Ensures that all incoming e-mails, phone calls and other communications with the CEO are responded to and handled confidentially, professionally and in a timely manner.
- Proactively manages the CEO’s schedule with a strong understanding of shifting and regular priorities, coordinates the preparation and execution of briefing materials, attendees and subject matter, to optimize workflow and use of time, while maintaining the highest level of confidentiality.
- Coordinates and responds to inquiries from the public/business community in person and by telephone concerning the Authority and its services, functions and processes.
- Must be familiar with city, state and federal elected/appointed officials and their roles as they relate to Authority activities to effectively carry out responsibilities and respond to their requests.
- Coordinates and provides logistical support for special projects and initiatives as assigned by the CEO and provides research for same.
- Allocates assignments and works with CEO’s direct reports as deemed appropriate.
- Develop and/or reviews PowerPoint presentations, agendas and other related materials for presentations at meetings, and handles the mechanics of the PowerPoint equipment and technology.
- Manages and reconciles all purchases made with company issued purchasing card, including supplies, dues, subscription, event needs and other purchases. Initiates CEO’s check requisitions and purchase orders.
- Arranges and manages business travel, reconciles travel expenses.
- Serves from time to time as Project Manager or project team member on a variety of subject matter expertise organizational projects or stretch assignments as assigned by the Portfolio Steering Committee (PSC) of the agency Project Management Office (PMO). These assignments will implement broad strategic and organizational agency goals.
MARGINAL FUNCTIONS:
- Responsible for completing all mandatory training classes.
- Responsible for reviewing and complying with all HART policies, procedures and directives.
- Performs other related duties as assigned.
REQUIREMENTS:
Education and Experience:
- Bachelor’s degree in Business Administration, Public Administration, or a related field.
- Minimum of six (6) years of experience providing administrative support to department director(s) or executives.
- Excellent written and oral communication skills required.
- Exceptional prioritization, time management and interpersonal skills, attention to detail, must be a team player and be willing to work in the environment where individual initiative and accountability are required.
- Ability to multitask, manage conflicting priorities with confidence, strong ability to take direction, but also exercise judgement and independent thought.
- High level of commitment and results-orientation is required.
- Proficient with MS Office including Excel, Word, PowerPoint, Outlook, and internet required; experience with, and video conferencing, preferred.
- An equivalent combination of education and experience (1-year of formal education equating to 2 years of work experience) may be considered in lieu of the above requirements.
Machines, Tools, & Equipment Used:
- Ability to operate small office equipment, including copy machines or multi-line telephone systems, as well as a computer for both data entry, word processing, and/or accounting purposes.
Licenses/Certifications:
- Valid Florida Driver’s License or be able to obtain one within in 10 days of hire or moving to the State of Florida.
- Notary Public or the ability to obtain within 30 days of employment.
QUALIFICATIONS:
Knowledge, Skills and Abilities:
- Must be able to use independent judgment, comprehensive organizational knowledge, and experience to handle diverse, confidential, and time sensitive issues.
- Highly effective verbal, writing, analytical, and problem solving skills are required.
- Must be able to provide Executive Officers and Board Members with accurate and timely information.
- Must have experience in document control and the maintenance, storage and retrieval of official records and documentation.
- Advanced skills in personal computer applications required.
- May be required to work outside normal office hours to attend meetings and meet deadlines.
- Ability to work under stress.
- Ability to organize and prioritize work and to meet deadlines.
- Ability to accurately memorize and retain details.
- Ability to interact positively with a variety of personalities internally and externally.
- Ability to meet attendance and punctuality requirements.
- Ability to be a flexible, effective team player.
- Standard office practices, procedures and equipment.
- Ability to coordinate and manage projects.
- Experience in community relations and customer service initiatives.
- Considerable knowledge of all laws, rules and regulations relating to the program areas within the Authority.
- Ability to communicate effectively both orally and in writing, including preparing written reports and memoranda.
- Ability to deal effectively with the Board of Directors, political leaders, community leaders, the general public and HART employees in a courteous and professional manner.
Physical Demands/Work Environment:
- Work is performed in a standard office environment.
- Ability to hear, see, speak, and perceive color, depth and texture.
- Subject to standing, walking, bending, reaching, stooping, and lifting of objects up to 25 pounds.
- May be exposed to potentially intimidating and/or unreceptive members of the public; may occasionally be exposed to dangerous machinery, extreme weather conditions, extreme noise and physical harm.
Requirements: It is the responsibility of all HART employees to provide a safe and secure environment for HART customers, contractors, visitors and fellow co-workers. HART employees are also responsible for:
- Adhering to stated policies and procedures relating to health and safety, security, and quality management.
- Recognizing and reporting all accidents and hazardous conditions.
- Assisting in the development of workplace safety procdures for their respective departments.
- Promoting workplace safety procedures within their department.
- Adhering to procedures relating to the proper use and care of equipment and materials for which the role has responsibility.
Note: The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. The statements are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All employees may perform other duties as assigned.
The Agency promotes a safe and healthy work environment and provides appropriate safety and equipment training for all personnel as required.
EEO Compliance: HART is committed to equal employment opportunity for all persons, regardless of race, color, creed, national origin, sex, age, marital status, sexual orientation, gender identity or expression, disability, veteran status or other status protected by Federal or State law.
ADA Compliance: Reasonable accommodations are available to persons with disabilities during the application process and/or interview process in accordance with the Americans with Disabilities Act.
Job Type: Full-time
Pay: $58,572.00 – $72,311.00 per year
