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Administrative Executive

2 months ago

Tallahassee, United States Florida Legislature Full time
Position Overview

This role encompasses high-level administrative support duties that are essential for the smooth operation of the office.

Key Responsibilities
  • Appointment Management: Organizes and maintains the calendar of appointments, prepares detailed itineraries, and coordinates meetings and conferences. Communicates with participants regarding agenda items and provides necessary background information.
  • Correspondence Handling: Processes, filters, and distributes incoming mail; drafts responses to standard correspondence for approval.
  • Document Preparation: Composes and types various documents including memos, reports, and administrative forms. May take dictation for sensitive correspondence and official documents, ensuring all materials are grammatically correct and content-appropriate.
  • Reception Duties: Acts as the first point of contact for visitors; greets and directs them appropriately while managing incoming calls efficiently.
  • Report Coordination: Assists in the compilation and preparation of special reports, interpreting rules and policies to resolve issues effectively.
  • Research and Data Analysis: Conducts research assignments and projects as needed, compiling and analyzing data to support administrative decisions.
  • File Management: Maintains organized files of office correspondence, research materials, and related documentation.
  • Travel Arrangements: Coordinates travel logistics for staff members and prepares travel expense reports.
  • Office Supplies Management: Ensures adequate inventory of office supplies for staff use, preparing local purchase orders and requisitions as necessary.
  • Team Leadership: May oversee and train secretarial and clerical staff in their tasks.
Qualifications

Applicants should possess:

  • A high school diploma or equivalent, along with two years of relevant secretarial or clerical experience.
  • Certification as a Certified Professional Secretary (CPS) may substitute for the required experience.
  • College education may be considered in lieu of experience, calculated at 30 semester or 45 quarter hours for each year of required work experience.
  • Vocational training in secretarial science or office/business studies can also substitute at a rate of 720 classroom hours for each year of required experience.
Skills Required
  • Proficient typing skills at a minimum of 50 correct words per minute.
  • Expertise in Microsoft Word and other personal computer applications.
  • Strong attention to detail with the ability to ensure accuracy in all tasks.
  • Excellent verbal and written communication skills, with a strong ability to handle confidential information.
  • Ability to work collaboratively as part of a team and contribute positively to the office environment.
  • Capability to train and supervise other staff members.

This position is vital for maintaining the operational efficiency of the office and requires a proactive and organized individual.