Executive Assistant - Fire Rescue

Town of Jupiter•Jupiter, FL

5d•Onsite

About The Position

The Executive Assistant performs executive-level administrative and secretarial work in support of the Fire Chief and Command Staff when assigned to the Fire Department. The role proactively manages logistical and administrative support, anticipates needs and priorities, prepares leaders for key engagements and initiatives, and protects their focus as a strategic gatekeeper and facilitator. It manages information flow among the department, Town leadership, and the community, and works within the Microsoft 365 ecosystem. The position oversees department meeting calendars, schedules meetings and reserves rooms, coordinates travel arrangements, and manages the Fire Department’s approval of Town Council agenda items. It coordinates and attends off-site community meetings and public engagement events at varying times of day, collaborates with Community Relations, and engages community members. The employee reports for duty as assigned in emergency situations. The broader classification also includes executive administrative support, office and records management, meeting coordination, customer service, payroll and budget support, and communication with Town officials, employees, and the public.

Requirements

High school diploma or GED.
Educational experience or training that includes college-level coursework or vocational training in secretarial science, bookkeeping, and personal computer operations.
Approximately three years of experience and/or training that includes executive-level secretarial work, office administration (preferably in a municipal environment), bookkeeping, records management, customer service, and personal computer operations; comparable education, training, and experience may be considered as a substitute.
Obtain certification as a Florida Notary Public within six months of hire.
Possess a valid Florida driver’s license; for application purposes, a valid driver’s license from any state equivalent to a Florida Class E license may be used, with the ability to obtain a Florida license within 30 days of employment.
Ability to perform light physical effort, potentially including lifting, carrying, pushing, or pulling objects weighing 5–10 pounds, and to work for extended periods at a keyboard or workstation.
Ability to perceive and discriminate sounds and visual cues or signals and to communicate orally.

Nice To Haves

Working knowledge of Microsoft Office software, including Outlook, Word, Excel, PowerPoint, and OneDrive.

Responsibilities

Provide proactive executive administrative and secretarial support to the Fire Chief and Command Staff, anticipating needs, managing priorities, and preparing them for key engagements and initiatives.
Manage logistical and administrative support and serve as a strategic gatekeeper and facilitator for the Fire Chief and Command Staff.
Manage information flow between the Fire Department, Town leadership, and the community.
Oversee the Fire Department’s meeting calendars, schedule meetings, and reserve meeting rooms.
Coordinate travel arrangements, including flights, accommodations, conference registrations, and related plans for the Fire Chief and Command Staff.
Manage the Fire Department’s approval of Town Council agenda items.
Coordinate, organize, and attend off-site community meetings and public engagement events at various times of day.
Work with Community Relations and engage community members to present the department’s professionalism and community focus.
Report for duty as assigned in emergency situations.
Perform executive office administration, including managing correspondence, calendars, records, meeting materials, confidential files, supplies, payroll documentation, and budget-related tasks, as assigned.
Communicate and coordinate with Town officials, employees, departments, vendors, community organizations, and the public to exchange information and resolve issues.