Executive Assistant- System Development

Description

Under the direction of the SVP - Chief Infrastructure & Development Officer (CIDO), the Executive Assistant position provides high level, complex and confidential executive support to the SVP. The position draws on extensive knowledge of the Authority's organization and functions to organize and coordinate the activities and work processes required of the SVP's office. This position will regularly interact with the EVP, Board of Directors, and Executive Leadership team.

Essential Function(s) :

• 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.
• This position description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the employee. Duties, responsibilities, and activities may change at any time with or without notice, as deemed necessary by management.

Minimum Qualifications :

Preferred Qualifications :

Associate degree from an accredited college or university.

Knowledge, Skills and Abilities :

Work Environment / Physical Demands :

The Executive Assistant is an in-office position requiring collaboration with colleagues and stakeholders. Physical demands may include : keyboarding / typing / using a computer mouse, repetitive motion, and sitting for prolonged periods.

Acknowledgements :

This position description in no way states or implies that these are the only duties to be performed. Employees are responsible for completing all mandatory training classes. Employees must also review and comply with all JTA / JTM policies, procedures, and directives. This document does not create an employment contract, implied or otherwise, other than an "at will" employment relationship. All employment offers are contingent upon pre-employment drug testing.

Positions marked as ' Safety Sensitive ' will be subject to random testing for drug and alcohol use and if any testing is positive, the application for employment will be rejected, or if hired, employment may be terminated. Positions marked as " COOP Essential " may be required to work whenever the Continuity of Operations Plan is activated.

Driver's License - The position description will specify whether a driver's license is required and the acceptable class of license. Unless an exception under Florida law exists, a nonresident must obtain a Florida driver's license within 30 days of hire. If a driver's license has a corrective lens restriction, the employee must wear corrective lenses when operating any vehicle for work purposes. Suspended or revoked licenses, work permits, and certain restricted licenses are not acceptable.

The Jacksonville Transportation Authority is an Equal Opportunity / Affirmative Action Employer and does not tolerate discrimination or violence in the workplace. Employees who require a reasonable accommodation as defined by the Americans with Disabilities Act (ADA) must notify JTA in advance to allow sufficient time for JTA to provide the accommodation.