EXECUTIVE ASSISTANT 2 - South Florida Water Management District
West Palm Beach, FL
About the Job
The South Florida Water Management District (SFWMD) is responsible for Everglades restoration, the largest ecosystem restoration effort in the world. The SFWMD also manages thousands of miles of flood control infrastructure and delivers water to millions of Floridians. Over 1,400 talented staff work every day to protect Florida’s water and natural resources. The SFWMD is a regional government agency that manages the water resources in the central and southern part of the state.
The SFWMD is looking for a qualified Executive Assistant to join the Office of Communications and Public Engagement (CAPE). This position provides comprehensive, high-level administrative assistance to three managers and the successful candidate must have the latitude for exercising discretion, judgment, and confidentiality. This position will also assist the larger CAPE team with any administrative tasks that arise. This position is located at the SFWMD’s Headquarters Complex in West Palm Beach, FL.
Remote work is not available for this position. The hours are Monday-Friday from 8am-5pm.
This position performs various activities including preparation of presentations, form creation, calendar scheduling, correspondence preparation, and spreadsheets to organize data. Makes all necessary arrangements for travel, arranging schedule of visits, making transportation and hotel arrangements and reservations, notifying organizations and officials to be visited.
The successful candidate will possess excellent communication skills, both verbal and written, for internal and external communications. Has the ability to work and communicate with staff, and any external partners through a variety of means to satisfy and address their expectations. Is committed to quality service, results oriented and able to meet deadlines with competing priorities. Solid time management and organization skills are required with the ability to multi-task, assess priorities and competently handle a variety of activities with a high-degree of accuracy.
Is adept at organizing and retrieving information and materials, with a strong ability to proofread and edit written material for order and correct use of grammar and punctuation. Is attentive to detail and conscientious about accuracy of work product. Must be tactful and diplomatic in all interactions. Tolerant of some ambiguity; work well under pressure; and is respectful.
This position requires a highly motivated individual with the skills to handle administrative support. The successful candidate will be detail-oriented, proactive, and helpful.
Duties include:
•Provides administrative support to ensure the efficient operation of the office.
•Answers phone calls, schedules meetings and supports visitors.
•Carries out administrative tasks such as answering phones, filing, typing, copying, scanning, organizing, etc.
•Supports all District events such as ground breakings and ribbon cuttings.
•Makes travel arrangements for staff and handles all travel-related expense reports.
•Exhibits polite and professional communication via phone, email, and mail.
•Supports team by performing tasks related to organization and strong communication.
•Ensures operation of equipment by completing preventive maintenance, filling copier with paper, calling for repairs, etc.
•Maintains inventory by checking stock to determine inventory level, anticipating needed supplies, and placing orders.
•Assisting the team with preparing for events by printing, folding, and gathering collateral materials, loading vehicles, etc.
•Reconciling P-Card transactions for senior staff.
•Handles any budget needs and works with Administrative Services on any budget-related tasks.
•Assist the Office of Communications and Public Engagement with other duties as assigned.
Requirements:
•Must be extremely detail oriented.
•Successfully work in a complex matrix environment.
•Microsoft Office Skills
•Basic math and accounting skills
•Self-motivated, highly organized, and detail-oriented.
•The position demands flexibility and the capacity to deal with fast-changing situations as well as having the interpersonal skills to work with a diverse team. The person in this role must be able to strategically manage administrative projects.
This position may be filled at the lower level: Executive Assistant 1.
Employment Guidelines:
Executive Assistant 2: Associate's Degree (Bachelor's degree is preferred) in Business and Office Administration or related field and 8+ years’ experience of highly competent, qualifying administrative support experience at the executive management level with professionalism and extensive, solid skills in Microsoft Office software applications (Outlook, Word, Excel and PowerPoint), web-based research and information collection. Government experience is preferred.
Executive Assistant 1: Associate's Degree in Business and Office Administration or related field and 6+ years experience of accomplishing high level, qualifying administrative assistance experience at the executive management level.
License:
Must have a valid State of Florida Driver's License.
Physical Requirements/Working Environment:
Partly sedentary in an office environment sitting at a desk and operating a personal computer to produce work products. Some evenings and weekends to participate in events and intergovernmental activities.
Due to the District's response role and in the total scope of emergency management, this position may at times, be required to provide support before, during and after major storm events and emergency situations, such as hurricanes or other declared emergencies, depending on assigned emergency response role.
Veteran’s Preference:
Pursuant to Chapter 295, Florida Statutes, candidates eligible for Veterans’ Preference will receive preference in employment for vacancies and are encouraged to apply. Candidates claiming Veterans’ Preference must attach supporting documentation with each submission that includes character of service (for example, DD Form 214 Member Copy #4) along with any other documentation as required by Rule 55A-7, Florida Administrative Code. All documentation is due by the close of the job posting.
The SFWMD is looking for a qualified Executive Assistant to join the Office of Communications and Public Engagement (CAPE). This position provides comprehensive, high-level administrative assistance to three managers and the successful candidate must have the latitude for exercising discretion, judgment, and confidentiality. This position will also assist the larger CAPE team with any administrative tasks that arise. This position is located at the SFWMD’s Headquarters Complex in West Palm Beach, FL.
Remote work is not available for this position. The hours are Monday-Friday from 8am-5pm.
This position performs various activities including preparation of presentations, form creation, calendar scheduling, correspondence preparation, and spreadsheets to organize data. Makes all necessary arrangements for travel, arranging schedule of visits, making transportation and hotel arrangements and reservations, notifying organizations and officials to be visited.
The successful candidate will possess excellent communication skills, both verbal and written, for internal and external communications. Has the ability to work and communicate with staff, and any external partners through a variety of means to satisfy and address their expectations. Is committed to quality service, results oriented and able to meet deadlines with competing priorities. Solid time management and organization skills are required with the ability to multi-task, assess priorities and competently handle a variety of activities with a high-degree of accuracy.
Is adept at organizing and retrieving information and materials, with a strong ability to proofread and edit written material for order and correct use of grammar and punctuation. Is attentive to detail and conscientious about accuracy of work product. Must be tactful and diplomatic in all interactions. Tolerant of some ambiguity; work well under pressure; and is respectful.
This position requires a highly motivated individual with the skills to handle administrative support. The successful candidate will be detail-oriented, proactive, and helpful.
Duties include:
•Provides administrative support to ensure the efficient operation of the office.
•Answers phone calls, schedules meetings and supports visitors.
•Carries out administrative tasks such as answering phones, filing, typing, copying, scanning, organizing, etc.
•Supports all District events such as ground breakings and ribbon cuttings.
•Makes travel arrangements for staff and handles all travel-related expense reports.
•Exhibits polite and professional communication via phone, email, and mail.
•Supports team by performing tasks related to organization and strong communication.
•Ensures operation of equipment by completing preventive maintenance, filling copier with paper, calling for repairs, etc.
•Maintains inventory by checking stock to determine inventory level, anticipating needed supplies, and placing orders.
•Assisting the team with preparing for events by printing, folding, and gathering collateral materials, loading vehicles, etc.
•Reconciling P-Card transactions for senior staff.
•Handles any budget needs and works with Administrative Services on any budget-related tasks.
•Assist the Office of Communications and Public Engagement with other duties as assigned.
Requirements:
•Must be extremely detail oriented.
•Successfully work in a complex matrix environment.
•Microsoft Office Skills
•Basic math and accounting skills
•Self-motivated, highly organized, and detail-oriented.
•The position demands flexibility and the capacity to deal with fast-changing situations as well as having the interpersonal skills to work with a diverse team. The person in this role must be able to strategically manage administrative projects.
This position may be filled at the lower level: Executive Assistant 1.
Employment Guidelines:
Executive Assistant 2: Associate's Degree (Bachelor's degree is preferred) in Business and Office Administration or related field and 8+ years’ experience of highly competent, qualifying administrative support experience at the executive management level with professionalism and extensive, solid skills in Microsoft Office software applications (Outlook, Word, Excel and PowerPoint), web-based research and information collection. Government experience is preferred.
Executive Assistant 1: Associate's Degree in Business and Office Administration or related field and 6+ years experience of accomplishing high level, qualifying administrative assistance experience at the executive management level.
License:
Must have a valid State of Florida Driver's License.
Physical Requirements/Working Environment:
Partly sedentary in an office environment sitting at a desk and operating a personal computer to produce work products. Some evenings and weekends to participate in events and intergovernmental activities.
Due to the District's response role and in the total scope of emergency management, this position may at times, be required to provide support before, during and after major storm events and emergency situations, such as hurricanes or other declared emergencies, depending on assigned emergency response role.
Veteran’s Preference:
Pursuant to Chapter 295, Florida Statutes, candidates eligible for Veterans’ Preference will receive preference in employment for vacancies and are encouraged to apply. Candidates claiming Veterans’ Preference must attach supporting documentation with each submission that includes character of service (for example, DD Form 214 Member Copy #4) along with any other documentation as required by Rule 55A-7, Florida Administrative Code. All documentation is due by the close of the job posting.
Source : South Florida Water Management District