Employment Opportunities

TITLE: Executive Administrator

FLSA STATUS: Exempt

REPORTS TO: Executive Director

SUPERVISES: None

Remote/Remote-Hybrid: No

• This position is 32-40 hours per week with full-time benefits.
• The posted pay range is the starting range for the position.

PURPOSE:

The Executive Administrator provides high-level administrative support that requires responsible independent work. This role directly supports the Executive Director, a Governor appointed 26-member Board of Directors (Council), and leadership staff, providing day-to-day administrative support with the Tallahassee office team. The Executive Administrator coordinates and implements Council Meetings and all special events funded by the Council. They coordinate all communication through the Tallahassee office in compliance with the Council’s governing and public laws under the Florida Sunshine Law.

ESSENTIAL JOB FUNCTIONS:

• Handles all telephone inquiries; interprets and ensures that inquiries are directed to appropriate staff.
• Collects and distributes Tallahassee office mail daily.
• Acts as liaison between the Executive Director, Council members, and leadership staff.
• Handles all aspects of the Executive Director’s travel, Council members’ travel for Council meetings and Council funded special events, and leadership staff travel as needed.
• Tracks expenses and prepares expense reports for Executive Director and leadership team as needed.
• Manages the Executive Director’s calendar and schedules meetings as requested.
• Ensures the Executive Director has all necessary materials for the meetings they will lead and/or attend.
• Writes and finalizes minutes for all Council meetings, staff meetings, and committee meetings as requested.
• Coordinates and implements all correspondence, materials, and printing for Council meetings and special Council funded events.
• Maintains timely public notices and the organization’s overall calendar.
• Maintains all necessary files/correspondence with Council members to ensure compliance with all governing requirements.
• Maintains/updates Governance manual and Council member files.
• Manages information flow to staff and Council members in a timely manner, ensuring accuracy.
• Edits documents for accuracy.
• Ensures effective maintenance of Council records and filing systems (both paper and electronic).
• Ensures the effective maintenance of office supplies inventory.
• Monitors and orders supplies for staff on a scheduled basis.
• Runs errands as needed.
• Travels to at least three (3) FDDC-required, overnight events annually.
• Other duties as assigned.

MINIMUM QUALIFICATIONS:

• Associate’s degree in business administration or related field; verifiable related experience as described in this job description may substitute for education on a year for year basis.
• Three years of proven related experience as described in this job description.
• Bilingual preferred.
• Experience interacting with persons with disabilities preferred.

REQUIRED KNOWLEDGE, SKILLS, ABILITIES, AND WORK HABITS:

• Effective people skills.
• Excellent written and verbal communication skills.
• Ability to orally communicate effectively with others, with our without the use of an interpreter.
• Ability to communicate effectively in writing, using the English language, with or without the use of auxiliary aids or services.
• Mastery of Microsoft Office Suite.
• Highly organized.
• Proactive, self-starter with excellent time management skills.
• Ability to problem-solve and make independent decisions.
• Ability to work cooperatively with colleagues and supervisory staff at all levels.
• Ability to interact patiently and respectfully with individuals with intellectual and developmental disabilities and their families.
• Ability to interact professionally with Council members, outside executives, and other stakeholders.
• Ability to manage confidential information.

PHYSICAL REQUIREMENTS AND WORK ENVIRONMENT:

• Short, intermittent, and/or prolonged periods of sitting and/or standing required in performing job duties.
• May be required to lift up to 20 lbs.
• Ability to accomplish job duties using various types of equipment and supplies to include but not limited to pens, pencils, calculators, computer keyboards, telephones, etc.
• Ability to transport oneself to meetings and activities held outside of the FDDC office, to lead or attend meetings, conferences, workshops, seminars, special events, and planning sessions.

The Florida Developmental Disabilities Council provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

Job Type: Full-time

Pay: $44,395.00 – $63,421.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Retirement plan

Schedule:

• 8 hour shift

Application Question(s):

• Do you have an Associate degree in business administration or related field plus 3 years of proven, related experience; or equivalent related, verifiable education and experience?

Language:

• Bilingual (Preferred)

Ability to Relocate:

• Tallahassee, FL 32301: Relocate before starting work (Required)

Work Location: In person