Executive Assistant, Engineering and Construction

Jacksonville Port Authority.•Jacksonville, FL

5d•$47,000 - $65,900•Onsite

About The Position

This position provides high-level administrative and operational support of a complex and confidential nature to the Engineering and Construction Senior Director and department staff. Exercising independent judgment, it supports permitting and regulatory filings and serves as a key liaison among port executives, departmental teams, terminal operators, engineering teams, and government agencies. May provide assistance and backup to other administrative staff as needed.

Requirements

High School diploma or equivalent required.
Minimum of five to seven years’ executive assistance experience required.
Considerable knowledge of office practices and procedures required.
Solid knowledge of Microsoft Office Suite required.
Must be able to obtain and maintain a Transportation Workers Identification Credential (TWIC) during employment.

Nice To Haves

Completion of an administrative, business or office technology training program preferred.
Maritime experience preferred.
Construction and Engineering experience preferred.
Knowledge of Concur travel system preferred.
Familiarity with (or ability to quickly learn) project management software (e.g., e-Builder) and other electronic document control systems.
Basic understanding of engineering, port infrastructure, and construction terminology is preferred.
Notary Public preferred or ability to obtain.

Responsibilities

Performs various administrative duties in support of the Senior Director and department staff, organizing and expediting the flow of work through the office to ensure timeliness and quality.
Generates and maintains mailing lists; sorts and distributes incoming mail; and ensures outgoing mail is properly packaged for timely delivery.
Monitors inventory of office supplies and initiates replenishment by creating and processing purchase orders, in accordance with office policies and procedures.
Monitors office equipment performance and schedules and coordinates timely maintenance and repair.
Coordinates the processing of leave-of-absence and attendance records for staff and maintains corresponding files.
Provides backup support to other administrative staff as needed, including backup processing of software platform (Trimble e-Builder) transactions.
Serves as the primary point of contact between the Engineering & Construction department and other port divisions, such as Finance, Maritime Operations, Legal, and Maintenance.
Communicates and coordinates the executive's instructions and priorities with various individuals and departments.
Monitors and screens incoming calls and visitors, directing them to the appropriate person; answers routine questions within a scope of knowledge and routes calls, messages, and inquiries to the appropriate source.
Assists department staff in preparing and filing permit packages and sovereign submerged land lease and easement applications with authorities having jurisdiction (e.g., City of Jacksonville, U.S. Army Corps of Engineers, and the Florida Department of Environmental Protection).
Coordinates with regulatory bodies to track the status of submissions.
Serves as the administrative conduit for submitting compliance certificates, environmental mitigation reports, and safety data to agencies such as the EPA, U.S. Coast Guard, and U.S. Army Corps of Engineers.
Maintains all centralized files, office manuals, slides, documentation, and special files, including record retention programs, in accordance with JAXPORT policy and applicable laws and regulations.
Maintains all JAXPORT-owned property records.
Logs, tracks, and archives critical engineering blueprints, task authorizations, and field change directives.
Prepares, notarizes, and distributes legal documents as required in support of department operations.
Handles highly confidential records and information pertaining to the work of the division with appropriate discretion.
Assists in assembling Requests for Proposals (RFPs), tracking contract approvals, and routing execution signatures for external vendors.
Tracks and maintains accurate logs of contract compliance documents (e.g., Certificates of Insurance, SEB forms, contract expiration dates).
Creates and processes purchase orders for consulting services (e.g., engineering, surveying, environmental) as requested by department staff, in accordance with office policies and procedures.
Provides preliminary budget paperwork and documentation, including initial research and calculations to support budget preparation.
Executes budget tracking to ensure adherence to established expenditure limits; monitors spending by verifying charges against budget and reconciling accounts monthly or as needed; and processes direct payment vouchers and requisitions for timely reconciliation.
Consolidates complex engineering milestone data into clear, non-technical executive summaries and monthly progress reports for presentation to the JPA Board.
Performs research on special topics and projects and presents findings.
Develops PowerPoint presentations for management as required.
Composes, drafts, and reviews correspondence (e.g., emails, letters) and prepares reports, documents, presentations, graphics, and meeting agenda items, ensuring timely submission.
Manages heavy calendar activity, coordinating complex executive meetings and events with internal and external executives, assistants, and consultants.
Organizes and attends department meetings; takes and transcribes notes and minutes; and tracks follow-up action items.
Coordinates staff travel, ensuring all specifications are understood and reflected in arrangements and itineraries.
Schedules and coordinates venues, catering, and resources for meetings, appointments, events, and luncheons, ensuring attendees are notified and prepared in a timely manner.
Performs other duties as required or assigned.