Executive Assistant Senior

City of Gainesville • Gainesville, FL

9h • $25 - $40

About The Position

If you are an Internal City Employee, Retiree or Dependent/Survivor of a City Employee please apply internally via Career Icon in your Workday account. Make a difference in the community you live in! As a Community Builder—an employee with the City of Gainesville— you will have a direct hand in building and improving your community and making a visible impact on the lives of your neighbors. Working for local government is more than a job, it’s a chance to contribute to community success and to help enhance the Gainesville way of life. Department: 9610 GRU - Information Technology Administration Salary Range Minimum: $25.00 Salary Range Maximum: $40.41 Closing Date: 02/17/2026 Job Details: This position provides advanced executive and administrative support to the Chief Information Officer (CIO), who oversees multiple divisions within the Information Technology and Telecommunications functions. The role requires a high degree of professionalism, discretion, and independent judgment while supporting a complex organization with diverse stakeholders. Confidentiality is a critical component of this position. The incumbent will routinely handle sensitive, confidential, and time-critical information related to executive decision-making, personnel matters, financial data, and strategic initiatives. Sound judgment, ethical conduct, and strict adherence to confidentiality requirements are essential. Work is performed under general supervision with significant latitude for independent action and decision-making and is typically reviewed upon completion. The position is distinguished from higher-level classes by the absence of formal managerial responsibility and from lower-level classes by the complexity of work performed, the level of confidentiality involved, the coordination of executive and administrative functions, and oversight of assigned support activities. The position reports to a senior-level department manager who is a member of the Executive Team. This role also emphasizes continual professional development and customer-focused service. Ongoing learning is encouraged and supported, including training and certification related to executive support, customer service, and IT service management. Completion of required customer service and IT service management training, including ITIL (Information Technology Infrastructure Library), is required within the first six (6) months of employment. These learning objectives support effective collaboration with IT teams, enhanced service delivery, and alignment with organizational best practices. May establish an eligibility list. Job Description: SUMMARY This is advanced, diversified, often confidential and moderately complex administrative and staff work supporting a senior level manager who oversees diverse activities within their department. Duties require some independent judgment through the application of problem solving, decision making, dependability and initiative and the ability to process and resolve various departmental issues. Positions allocated to this Classification may assign and review the work of Staff Assistants and Staff Specialists. Duties must be performed at a high level of competence and require discretion and judgment with respect to matters of significance. Positions allocated to this classification report to a senior level manager of a department with multiple divisions (who is a member of the Executive Team).. Work is performed under general supervision and is normally reviewed upon completion. Work in this class is distinguished from higher classes by its lack of managerial responsibility and from lower classes by its coordination of administrative activities, latitude for discretion and decision making, supervisory responsibility and work of a confidential and sensitive nature.

Requirements

• An Associate degree from an accredited college or equivalent vocational/technical training, and three (3) years responsible administrative and staff support experience, or an equivalent combination of training and experience which provide the required knowledge, skills, and abilities.
• A Certified Administrative Professional (CAP) certificate or Certified Professional Secretary (CPS) certificate may substitute for an Associate degree.
• An additional two (2) years of responsible administrative and staff support experience may substitute for an Associate degree.
• Must type at a minimum speed of 35 correct words per minute or at a higher speed, as set by the department.
• If courier duties are required, a valid Florida Driver license with a safe driving record is required.
• Ability and willingness to use sound judgment, exercise discretion, and after evaluating alternatives, make decisions on matters of significance.
• Ability and willingness to carry out major assignments.
• Comprehensive knowledge of administration, organization, policies, practices, and programs.
• Demonstrated proficiency in relevant software and advanced computer skills.
• Thorough knowledge of liaison duties and responsibilities.
• Ability to function in a politically sensitive and volatile environment.
• Ability to organize and coordinate multiple assignments.
• Ability to work with general supervision.
• Ability to maintain confidentiality and respond appropriately to sensitive/confidential issues.
• Ability to resolve conflicts.
• Ability to understand and follow moderately complex oral and written instructions.
• Ability to resolve customer complaints and answer inquiries tactfully, courteously, and effectively.
• Ability to work effectively with co-workers and internal and external customers.
• Ability to communicate effectively, both orally and in writing.
• Ability to operate basic office equipment.
• Ability to perform administrative functions, including the ability to assign and review the work of other staff members.

Nice To Haves

• A Certified Administrative Professional (CAP) certificate or Certified Professional Secretary (CPS) certificate is preferred.

Responsibilities

• Develops, plans, and oversees administrative details and coordinated workflow of assigned area.
• Serves as staff liaison to special committees and boards and represents the department by attending meetings or serving on assigned committees.
• Prepares meeting agendas, photocopys and/or assembles back-up documentation, mails packets to board and staff members.
• May take and transcribe minutes.
• Assists with the administration of department Progression-through-Training (PTTP) programs; prepares a manual of checklists, procedures and materials and reviews proposed actions to evaluate appropriateness and timeliness before forwarding to the department head for review.
• Assists with drafting, modifying, and interpreting operational and personnel policies, guidelines and administrative procedures applicable to department staff.
• Drafts and prepares agenda items for City Commission meetings.
• Handles inquiries, complaints, and requests; tracks issues and resolutions and provides assistance regarding specific matters within area of expertise in resolving complex inquiries and complaints.
• Assists in the proofing, drafting, and distribution of moderately complex documents.
• Prepares and makes presentations.
• Researches, reviews, gathers, compiles and maintains detailed and specialized information for reports and department work processes.
• Prepares reports for grant funded projects and monitors grant compliance.
• Maintains records, libraries, databases, tracking systems and files required in connection with department work processes.
• Assigns and reviews the work of Staff Assistants and Staff Specialists.
• Schedules, coordinates and maintains assigned calendars.
• Makes travel arrangements and prepares itineraries.
• Assists with planning and execution of meetings and department sponsored events.
• Provides oversight, maintenance and updating of the department’s intranet and/or internet sites.
• Sets work goals, objectives, and priorities.
• Works directly with department and division managers to facilitate completion of respective assignments and objectives.
• Monitors operation of and recommends repairs or upgrades to office equipment, coordinates repair or upgrade of new equipment.
• Acts as department Timekeeper; inputs department payroll into Remote Time Entry (RTE).
• Assists with the preparation, coordination and administration of department budget.
• Administers department purchase orders and VISA purchases, and prepares department bills for processing; requests information or supporting documentation from appropriate staff.
• Receives and screens visitors and/or telephone calls that require the use of judgment, tact, and diplomacy.
• Assists managers with confidential/sensitive materials related to labor agreements, political issues, personnel matters, and/or criminal records.
• Attends work on a continuous and regular basis.
• May perform tasks normally assigned to Staff Assistants and Staff Specialists as workflow and demands require.
• Performs other related duties as assigned.

Benefits

• The City of Gainesville offers a competitive benefits package and opportunities to grow both professionally and personally.
• All ‘regular’ employees are eligible for traditional benefits such as health insurance, life insurance, paid leave, 11 paid a holidays a year, a pension plan and a deferred compensation plan, but we also o ff er great things like on-site fi tness centers, tuition reimbursement, on-site medical sta ff and a wellness program to keep you healthy and happy.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree