Senior Executive Assistant

Position: Senior Executive Assistant

Department: Executive

Reports to: Executive Director

The Senior Executive Assistantis responsible for day-to-day administrative functions for the Executive Director (ED). This position will be the steward of the ED’s time and calendar, ensuring their days are free of administrative activities and organized in a way that optimizes their effectiveness. As the right hand to the ED, the selected candidate will manage inbound messages and requests and act as an extension of the executive inside and outside of the Agency. Key to this individual's success will be his or her ability to understand what is mission-critical, manage multiple priorities, and own planning for and execution business activities.

Duties and responsibilities

● Own and manage the schedule and calendar of events, meetings, and other commitments. Continually prioritize and sequence based on goals and objectives.

● Regularly partner with the executive to determine priorities.

● Acts as host for Executive meetings and events including all preparation and logistical details.

● Serve as the first point of contact for the ED’s inbound communications from various parties including Executive Team, Board members, staff and external.

● Offer solutions to ED to maximize efficiency and alleviate as many administrative activities from daily operations as possible.

● Accountable for safeguarding special projects and information that may be of a confidential or sensitive nature.

● Prioritize workload and triage appropriately.

● Draft correspondences and ensure messages are error-free, reflective of ED’s voice and point of view, and uphold the agency’s reputation.

● Manage ED’s participation in meetings and interactions by providing the appropriate briefing and materials at the right time.

● Plan and coordinate the logistics of the executive’s travel schedule to include transportation, accommodations and meals.

● Acts as the Records Coordinator for the executive office ensuring proper record retention processes are maintained.

● Develops and implements office procedures for ED and Executive Suite.

● Other duties as assigned.

Skills

● Demonstrated ability to lead through shifting priorities and work in a complex, fast-paced environment with many stakeholders and evolving priorities.

● Highly adaptable and flexible with strong multitasking and time management skills.

● Comfortable taking accountability and initiative while knowing when to manage up.

● Effectively identify, manage, and escalate items and issues as appropriate.

● Act in good faith to CFX, the ED and the Executive Team while demonstrating a professional and calm demeanor.

● Excellent interpersonal skills along with a proven ability to work independently and under pressure.

● Demonstrate practical applications and exercise independent/sound judgment. Must be analytical, detail-oriented, flexible and have outstanding communication (written and verbal) skills with ability to coordinate several activities at once, quickly analyze, resolve specific problems and cope with deadlines.

● Excellent, grammar, spelling and correspondence composition

● Proficient in Microsoft Office Suite, Adobe Suite and all virtual meeting platforms including

Teams, WebEx and Zoom.

● Excel at managing complex logistics related to travel, events, and day-to-day activities.

● A sense of humor and ability to be composed in stressful situations.

Qualifications and Requirements

● 8-10 years executive level administrative experience in a public or corporate office

environment. handling a wide variety of complex and confidential situations.

● Experience interacting with senior level executives and officials.

● Work in person at Agency’s headquarters.

● Be available for flex working hours and schedule as needed.

Work environment/Physical requirements

● This position is in typical office environment with heavy computer usage.

The Central Florida Expressway Authority is an Equal Opportunity Employer

Job Type: Full-time

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Flexible schedule
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Experience:

• Executive administrative support: 8 years (Preferred)

Work Location: Hybrid remote in Orlando, FL 32807