Executive Administrative Assistant

Description

The Broward Constitutional Tax Collector’s Office ensures accountability, transparency, and direct service to the residents of Broward County. Every dollar collected is managed with integrity and efficiency, strengthening public trust and delivering essential services that touch every resident’s life.

Why Join Us?

When you become part of our team, you’ll enjoy:

• Competitive pay
• Robust benefits package including: Florida Retirement System (FRS) participation, medical/dental/vision insurance, life insurance and legal services
• Generous paid time off, including 14 paid holidays
• Professional training and opportunities for career advancement
• The reward of serving your community while building a stable career in public service

The Executive Administrative Assistant provides high-level administrative, operational, and strategic support to the Tax Collector. This position serves as a central coordination point for executive communications, data management, project execution, and confidential information flow. The role requires exceptional professionalism, strong judgment, and the ability to proactively manage priorities in a fast-paced, high-visibility environment.

Essential Functions

• Manages complex executive calendars, schedules, and meeting logistics, ensuring alignment with organizational priorities.
• Prepares executive-level reports, presentations, and briefings using advanced MS Office Suite tools
• Collects, analyzes, and synthesizes data to support decision-making, including productivity metrics, operational performance, and cross-departmental updates.
• Serves as liaison between the Executive Office and internal/external stakeholders, ensuring timely communication and follow-up.
• Drafts, edits, and proofreads high-visibility correspondence, publications, and presentations.
• Oversees department file systems, ensuring compliance with records retention standards.
• Coordinates travel arrangements, expense reporting, and departmental purchasing.
• Supports executive-level projects including organizational initiatives, business process reviews, and special analyses.
• Handles confidential information with discretion and professionalism.
• Monitors operational workflows and identifies issues, irregularities, or risks, escalating them to leadership as appropriate.
• Provides support and direction during cross-departmental meetings, preparing agendas, minutes, and follow-up trackers.
• Supports service desk ticket submissions and assignments for the Chief of Staff as needed.
• Acts as an administrative partner; provides backup coverage for the Chief of Staff as necessary.
• Performs related work as assigned.

Requirements

Qualifications and Experience

Requires an associate’s degree from an accredited college or university with major coursework in business, public administration or closely related field.

(One year of relevant experience may be substituted for each year of required education.)

Requires four (4) years performing administrative duties for high level executives or closely related experience including six (6) months of lead work/supervisory experience depending on area of assignment.

Competencies and Responsibilities

Tech Savvy

• Anticipates and adopts innovations in business-building digital and technology applications. Successfully leverages the latest technologies to increase performance. Quickly embraces and master’s new technological advances adopted by the organization. May help others learn the terminology.

Manages Complexity

• Makes sense of complex, high quantity, and sometimes contradictory information to effectively solve problems. Looks at complex issues from multiple angles; explores issues to uncover underlying issues and root causes; sees the main consequences and implications of different options.

Decision Quality

• Makes good and timely decisions that keep the organization moving forward. Seeks coaching from others to address routine problems; learns to handle these issues effectively. Bases decisions and actions on relevant rules and procedures.

Plans and Aligns

• Plans and prioritizes work to meet commitments aligned with organizational goals. Strengthens alignment and coordination between own work and others', providing well-sequenced activities and exact time frames. Foresees and resolves many potential bottlenecks and delays.

Optimizes Work Processes

• Knows the most effective and efficient processes to get things done, with a focus on continuous improvement. Generally, follows defined and communicated standards, methods, and procedures.

Communicates Effectively

• Develops and delivers multi-mode communications that convey a clear understanding of the unique needs of different audiences- constituents, elected officials, and agencies. Listens attentively and takes an interest. Keeps others well informed; conveys information clearly, concisely, and professionally when speaking or writing.

Critical Competencies for Success

Written/Digital Communication Skills

• The ability to demonstrate grasp of the range of audiences for agency communications, adjust the “voice” and method of communication to ensure the audience’s understanding.
• Flawless command of the English language.
• Skilled creation of long-form and real-time content.

Relates well to others

• Requires the ability to influence outcomes through motivation or leadership and to exercise independent judgment to apply facts and principles to resolve problems.
• Communicates effectively, on the phone and in writing. Listens attentively and with empathy.
• Works well in a team environment and collaborates effectively with others.

Individual effectiveness

• Time management skills to ensure timely adherence to deadlines.
• Ability to work well under the pressure to ensure completion of work within strict deadlines.
• Willingness to embrace change and adapt strategies to accommodate changing priorities.

Professionalism

• Contributes as an active member of the agency management team, offering input on initiatives and plans.
• Supports agency’s direction, and ensures compliance with agency policies, procedures, training protocols and statutes.
• Requires the ability to exercise judgment, decisiveness and creativity in situations involving evaluation of information against measurable or verifiable criteria.
• Confidentiality is required, using the best judgement.
• Maintains a professional image

WORK CONDITIONS

Physical Ability: Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or workstation.

Sensory Requirements: Some tasks require the ability to perceive and discriminate visual cues or signals, and to communicate orally and in writing.

Environmental Factors: Essential functions are regularly performed without exposure to adverse environmental conditions.