Executive Assistant to the CEO

JEA • Jacksonville, FL

5d • Onsite

About The Position

Provides advanced executive administrative support to the Chief Executive Officer (CEO), ensuring the effective management of priorities, communications, and executive office operations. Serves as a key liaison between the CEO and internal and external stakeholders, exercising sound judgment, discretion, and professionalism in handling sensitive matters. Coordinates high-priority initiatives, manages executive workflow to ensure efficiency and timely information exchange, follows up on action items, screens and determines priority matters, proactively handles appropriate matters, and supports the CEO in advancing organizational goals and strategic objectives. Serving as a representative of the CEO, the incumbent must maintain a professional demeanor at all times. Manages the CEO's calendar, coordinates meetings and events, and ensures alignment of scheduling priorities with organizational objectives. Prepares agendas, briefing materials, minutes, and related documentation for executive meetings and external engagements, ensuring compliance with applicable public records requirements. Manages executive workflow to ensure timely information exchange, including tracking action items and monitoring the status of key initiatives. Screens, prioritizes, and coordinates matters requiring the CEO's attention, exercising sound judgment and discretion. Serves as a liaison between the CEO and internal and external stakeholders, facilitating communication and follow-up on strategic priorities. Coordinates high-priority projects and special assignments on behalf of the CEO and monitors progress toward completion. Prepares reports and responds to information requests including gathering and compiling data, analyzing results, summarizing findings, and making recommendations for a course of action. Increases internal and external stakeholder satisfaction by effectively responding to and resolving inquiries. Analyzes information and maintains correspondence, databases, spreadsheets, presentations, and other records. Enhances organizational effectiveness by coordinating meeting logistics, preparing agendas, and documenting and distributing meeting outcomes. Prepares correspondence on behalf of the CEO for customers, employees, elected officials, and other key stakeholders. Professionally manages communications on behalf of the CEO. Prepares spreadsheets, presentations, briefing materials, and specialized reports for the CEO. Coordinates travel arrangements and related administrative processes for the CEO. Performs other job-related duties as assigned.

Requirements

• Associate's degree in business, communications, or related field.
• Eight (8) years of progressive experience in an executive administrative capacity, with at least five (5) years supporting C-Level executives.
• An equivalent combination of education, experience, and/or training.
• Depending upon area of assignment, a valid driver's license may be required prior to appointment and must be maintained during employment.

Nice To Haves

• A Bachelor's degree is preferred.

Responsibilities

• Manages the CEO's calendar, coordinates meetings and events, and ensures alignment of scheduling priorities with organizational objectives.
• Prepares agendas, briefing materials, minutes, and related documentation for executive meetings and external engagements, ensuring compliance with applicable public records requirements.
• Manages executive workflow to ensure timely information exchange, including tracking action items and monitoring the status of key initiatives.
• Screens, prioritizes, and coordinates matters requiring the CEO's attention, exercising sound judgment and discretion.
• Serves as a liaison between the CEO and internal and external stakeholders, facilitating communication and follow-up on strategic priorities.
• Coordinates high-priority projects and special assignments on behalf of the CEO and monitors progress toward completion.
• Prepares reports and responds to information requests including gathering and compiling data, analyzing results, summarizing findings, and making recommendations for a course of action.
• Increases internal and external stakeholder satisfaction by effectively responding to and resolving inquiries.
• Analyzes information and maintains correspondence, databases, spreadsheets, presentations, and other records.
• Enhances organizational effectiveness by coordinating meeting logistics, preparing agendas, and documenting and distributing meeting outcomes.
• Prepares correspondence on behalf of the CEO for customers, employees, elected officials, and other key stakeholders.
• Professionally manages communications on behalf of the CEO.
• Prepares spreadsheets, presentations, briefing materials, and specialized reports for the CEO.
• Coordinates travel arrangements and related administrative processes for the CEO.
• Performs other job-related duties as assigned.

Benefits

• 13 paid holidays
• Exceptional annual leave benefit
• Three comprehensive medical plans offered as options for you and your dependents–including one plan with 100% paid coverage for the employee.
• Dental
• Vision
• Health accounts – employer sponsored HSA and HRA
• Flexible spending accounts
• Tuition reimbursement
• Life insurance, accidental death & dismemberment, short-term and long-term disability
• 457 Deferred Compensation Plan
• Access to the Healthy Lifestyles Wellness program
• 11 onsite fitness centers

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: Associate degree