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Jacksonville Transportation Authority · 1 week ago

Executive Assistant- System Development

Jacksonville, FL

Full-time

Onsite

Senior Level

6+ years exp

The Jacksonville Transportation Authority is seeking an Executive Assistant to provide high-level, complex, and confidential support to the SVP - Chief Infrastructure & Development Officer. This role involves organizing activities, maintaining confidentiality, scheduling meetings, and coordinating communication with various stakeholders.

ConstructionFleet ManagementTransportation

Responsibilities

Provide high-level executive support for the SVP

Handle and maintain the confidentiality of highly confidential documents, materials and information relating to the Authority and its Governing Board, etc

Prepare and/or provide administrative/statistical reports for the SVP and maintain executive reporting data, seminar reports, etc., as required to ensure the Authority's progress toward achieving its objectives and goals

Receive incoming mail directed to the SVP and compose responses as required and/or forward the same to appropriate staff for response and follow-up

Schedule virtual and in-person meetings in behalf of the SVP and the Division staff and plan all meeting details. Send out recaps and next step action items to attendees

Record and prepare meeting minutes, if necessary

Schedule public appearances for the SVP and ensure the External Affairs department is notified of same

Coordinate the research and development of materials for use by the SVP for public appearances and meetings

Respond to inquiries from the public/business community in person and by telephone concerning the Authority and its services, functions and processes

Communicate with the Board of Directors, elected officials, community leaders, the general public, customers and other representatives in referring calls, disseminating messages, mailings and other information. Handle special projects/information requests resulting from these contacts

Coordinate special projects as assigned by the SVP and provide research for same

Arrange and organize travel for SVP and Division staff. Book travel for your Executive, including flights, transportation, and lodging

Allocate assignments and work to the SVP’s direct reports as deemed appropriate

Review and/or prepare PowerPoint presentations, agendas and other related materials for presentations at meetings, and handle the mechanics of the PowerPoint equipment and technology

Prepare Division’s monthly report using the division’s weekly reports and input from the senior leaders and submit to Board Liaison by established deadline

Report monthly status of division’s fiscal year budget by each department

Notarize documents for the Agency – Controls use of Corporate Seal

Qualification

Executive administrative supportMicrosoft Office SuiteProject managementAnalytical skillsInterpersonal skillsCommunity relationsCustomer serviceWritten communicationTime management

Required

High school diploma or acceptable equivalency diploma

Six (6) years of experience in executive administrative support, or an equivalent combination of college coursework and experience

Must be familiar with city, state and federal elected/appointed officials and their roles as they relate to Authority activities to effectively carry out responsibilities and respond to their requests

Considerable knowledge of all laws, rules and regulations relating to the program areas within the Authority

Familiarity with community relations and customer service initiatives

Must have strong analytical and problem-solving skills

Strong interpersonal skills

Ability to use word processing, spreadsheet and related software applications, specifically, Microsoft Word, Excel, PowerPoint, Access, SharePoint, Firefly (Oracle), and Flow Charting software

Ability to coordinate and manage projects

Ability to communicate effectively both orally and in writing, including preparing written reports and memoranda

Ability to work effectively with the Board of Directors, political leaders, community leaders, the general public and JTA employees in a courteous and professional manner

Ability to think strategically, act independently, and be proactive with limited supervision

Must work well under pressure, juggling multiple tasks, projects and timelines to meet deadlines, and have excellent organization, time/project management skills