Executive Assistant

Department:

County Administration

Start Here. Grow Here. Stay Here.

This is a critical, high-level position supporting the Board of County Commissioners and which handles sensitive and confidential information. The position provides direct executive-level administrative support to one or two commissioners; is responsible for a variety of critical tasks to ensure Board compliance with state and local regulations; as well as advanced customer service and problem-solving through daily interactions with constituents via phone and in person.

This is a demanding position that does not allow for much time away from the Commission Services area and reports to the Commission Services Manager.

On a daily basis, provide direct, executive-level administrative report to one or two commissioners. Includes complex calendaring/appointment scheduling for internal and external briefings, ceremonial events, speaking engagements, conferences and boards/committees. Draft and prepare official correspondence, talking points, and other materials. Coordinate travel, including registration, airline/lodging, and timely submittal of expense reporting.

On a daily basis, handle and respond effectively to citizen concerns, via phone, email, and in-person, frequently involving sensitive and/or controversial issues. Exercise tact, diplomacy and problem-solving skills to develop an appropriate course of action. Coordinate and communicate effectively with Commissioners, Administration, Office of the County Attorney, department directors/staff, and outside agencies to resolve citizen concerns in a timely manner.

Assist with Board Meeting logistics, including preparation of Chambers or Think Tank for Board meetings (coffee service/refreshments, office supplies, agendas, speaker cards, instruments of recognition). Assist with setup/teardown for Annual Board Retreat and other offsite meetings; coordinate refreshments/working lunches for Board Retreat, joint meetings, shade sessions, etc.

Prepare proclamations and other instruments of ceremonial recognition. Work with honorees to coordinate and schedule Board meeting attendance or other distribution method; maintain related records in accordance with records retention requirements.

Serve as backup to Agenda Coordinator, scheduling and processing items for Board meeting agendas, including vacation coverage, requires proficiency in OnBase eGenda software/administrative processes; may require occasional overtime.

Monitor supply levels and issue PCard orders for office supplies and coffee/refreshments.

Process incoming Board of County Commissioners mail following established practices for tracking, retention and storage of records and files. Assist with Public Records Requests by researching mail logs and subject files, requesting and copying files from records retention center as needed.

Typical Hours: Monday-Friday, 8:00 AM - 5:00 PM

About You

Minimum Qualifications:

• Associate Degree in Business Administration or related field with four (4) years job-related experience in an office/administrative environment with executive-level exposure.
• OR - Bachelor Degree in job-related field with two (2) years job-related experience with executive-level exposure.
• OR - Equivalent combination (6 years) of education and experience may be considered at management discretion.

Preferred Qualifications:

• Advanced Professional Certification highly desirable
• Five or more years of administrative experience with executive exposure

About Everything Else

Starting Pay Range: $56,139.20 - $63,500/year, based on your experience.

Our interview process could include phone interview(s), Microsoft Teams video interview(s), and/or in-person interview(s).

If you are selected to join our team, please click on this link to review the Required First Day Documents. You will need to present the following items on your first day:

1. I-9 Acceptable Documents to show your identity and authorization to work. Use this link to learn more and review the different document options: https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents

• If your position requires a Florida Driver’s License, this must be one of your documents. (Your Florida Driver’s License can serve as one of your documents listed in link above – List B Documents.)  

2. U.S. Social Security Card (signed, physical card). This is a requirement of our Payroll Department and failure to provide this document could jeopardize timely compensation. (Your U.S. Social Security Card can serve as one of your documents listed in link above – List C Documents.)  

Benefits:

• Enjoy great benefits including Health, Dental, Vision, and Life Insurance, Short-Term and Long-Term Disability, Flexible Spending Accounts, Employee Assistance Program (EAP), Florida Retirement System (FRS) and many, many more! Choose one of three great medical plans, including one with a $0 premium option, with completed preventative visits!
• For more information about employee benefits, please click this link or visit SCGov.net for additional information.
• Utilize our award-winning wellness program including free gyms at multiple Sarasota County Government locations. 
• Enjoy 11 paid holidays, 3 personal days and 16 paid vacation days in the first year of full-time employment with increasing accrual rates with years of service. (That adds up to a possible 30 days off in your 1st year!)​​

A different blend of voices prompt better conversations, choices and results for everyone. Sarasota County – Many Voices, One Team.

We celebrate and value the experiences, backgrounds, perspectives, talents and strengths that make us different.

Our vision is to attract, develop, retain and engage a talented workforce broadly representative of the citizens and communities we serve. To further value creativity, innovation, collaboration and great customer service – internally and externally. 

A job applicant with a disability who requires reasonable accommodation to participate in the application/selection process is requested to make known the need for an accommodation to Human Resources or appropriate county staff members. For assistance with the application, please call 941-861-5353.

Sarasota County prohibits discrimination in all services, programs or activities. View the complete policy at scgov.net (keywords: ADA Compliance).

Sarasota County Government is a Tobacco-Free/Drug-Free Workplace.