Executive Assistant

The Florida State Fair Authority is seeking a highly organized adaptable and proactive Executive Assistant to support the Executive Director and leadership team in a fast-paced and dynamic environment. This critical role serves as the central point of coordination for executive operations Board of Directors activities special projects and organizational communications. The ideal candidate will thrive in an environment with evolving priorities demonstrate exceptional attention to detail exercise sound judgment and discretion and respond with professionalism and flexibility to changing needs and deadlines. Success in this role requires strong communication skills a collaborative mindset and the ability to manage multiple priorities while maintaining a high level of customer service and confidentiality.

SUMMARY

Provide high-level administrative support to the Executive Office including coordination of special projects Board of Directors communications and executive-level scheduling and operations. This role ensures priorities are organized and executed in alignment with organizational goals policies and budget guidelines while supporting purchase requests resource coordination and other executive directives. The ideal candidate is creative resourceful and results-driven with strong communication skills and sound judgment. This position requires the ability to adapt quickly to shifting priorities manage multiple deadlines and maintain accuracy and confidentiality in a fast-paced highly responsive executive environment. Success in this role depends on flexibility professionalism and the ability to support evolving needs with efficiency and discretion.

KEY RESPONSIBILITIES:

1. Manage overall administration of the Chief Executive Officer (CEO) and Chief Operating Officers (COO) office and all Board related activities including preparation of agendas correspondence schedules reports presentations outlines manuals and other executive documents.
2. Provide administrative support to the CEO and COO through calendar management meeting coordination conference calls and appointment scheduling file maintenance and preparation of correspondence (letters memos emails) requisitions expense reports reviewing records reports and other documents including all documentation required for the annual Fair Permit process.
3. Serve as liaison to the CEOs office and Florida State Fair Authority Board of Directors for departments or employees outside organizations and vendors government agencies and the public.
4. Strengthen integrity through efficiency and accuracy of all records for Authority Board members. Coordinate all Board and Committee meetings including scheduling agenda preparation Board book distribution meeting logistics and maintaining accurate official records. Transcribe and maintain all Board and Committee meeting minutes.
5. Directly supervise and manage the Receptionist/Office Assistant position including assigning and reviewing work providing training and guidance monitoring performance and productivity approving schedules and time off and conducting annual performance evaluations to ensure efficient front office operations and high levels of customer service and administrative support. Oversee and coordinate Seasonal Phone Operators during the annual Florida State Fair including daily operational supervision.
6. Assist with front desk and main phone coverage as needed to support overall office operations and customer service
7. Coordinate organizational participation and support processes in various workshops conferences conventions and luncheons including handling all travel accommodations and flights for FSFA staff participating in out-of-town events.
8. Plan coordinate and execute organizational signature events including the Governors Day Luncheon and Agricultural Woman of the Year Luncheon during the Florida State Fair. Responsibilities include development and maintenance of invitation and mailing lists; preparation and distribution of invitations VIP correspondence and official communications to the Governors Office Board members elected officials sponsors and guests; tracking RSVPs and attendance; ticketing and guest management; coordination with caterers decorators florists entertainment providers and other vendors; utilization of Saffire Spark and other event management systems; oversight of event logistics timelines setup and on-site execution to ensure successful event operations and a positive guest experience.
9. Manage and process professional memberships sponsorships subscriptions and organizational donations and renewals.
10. Establish and reinforce administrative procedures and guidelines to ensure desired outcomes of assigned special projects.
11. Coordinate with departments employees vendors and other outside organizations to ensure efficient/effective flow of communications and processes as related to assigned special projects.
12. Researches prioritizes prepares and/or monitors project budgets status of allocated funds controls expenses and submittals of invoices.
13. Monitor schedules and controls resources to ensure timely completion of assigned special projects/programs.
14. Establish and maintain strong working relationships with employees contractors customers industry influencers and key strategic partners.
15. Maintain and update Non-Fair calendar of events in the Executive teams calendars.
16. Create and distribute Operations Manuals and Entertainment Schedules for Fair.
17. Prepare process track and coordinate contracts and related documentation for concerts entertainment and special events including coordination with entertainment partners such as Live Nation. Work closely with the organizations legal team to facilitate contract review revisions approvals insurance requirements routing execution and distribution of finalized agreements and supporting event documentation in a timely and accurate manner.
18. Operate a company or personal vehicle as needed to assist with occasional business-related errands.
19. Perform other duties and provide support and assistance to other departments and staff as needed or assigned.

BENEFITS:

As a full-time employee of the Florida State Fair Authority youll enjoy a comprehensive and rewarding benefits package including:

• Medical dental and vision insurance to keep you and your family healthy
• Employer-paid life and disability insurance for added peace of mind
• A 457(b)-retirement plan with company match to help you plan for the future
• Generous paid time off and holidays so you can recharge and enjoy life outside of work

Join a team that values your well-being both on and off the job!

The Florida State Fair Authority is a drug free workplace and an equal employment opportunity employer.

QUALIFICATIONS/EDUCATION/CERTIFICATIONS:

High School diploma or equivalent required. Bachelors degree preferred. Minimum of six to ten years of experience in a professional office administrative or support role at the executive level preferably in a government or public entertainment related facility. Notary Public or Microsoft Office Specialist (MOS) Certification a plus. Valid drivers license with an acceptable driving record required.

KNOWLEDGE SKILLS AND ABILITIES:

• Ability to perform complex and confidential administrative duties with professionalism discretion initiative and independent judgment under general supervision.
• Strong organizational multitasking and time management skills with the ability to prioritize competing demands and meet deadlines in a fast-paced environment.
• Proactively approach problem-solving with strong decision-making ability
• Excellent verbal written interpersonal and customer service communications skills.
• Strong attention to detail accuracy and follow through.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Possess a high sense of urgency when addressing needs or concerns from customers employees vendors or the public at large
• Ability to establish and sustain cooperative relationships and build good rapport with employees clients and external vendors
• Highly resourceful team-player
• Strong computer skills including experience with entire Microsoft Office Suite and the ability to perform general office duties
• Ability to supervise support and coordinate administrative support staff effectively and professionally
• Ability to travel locally and perform occasional off-site business-related tasks and errands
• Intermediate Math skills
• Adaptability and flexibility to support changing organizational priorities and operational needs.
• Forward looking thinker who actively seeks opportunities and proposes reasonable solutions

PHYSICAL DEMANDS/WORKING CONDITIONS:

Duties are primarily performed in an office environment and require the operation of standard office equipment including computers telephones copiers and printers. The employee must regularly sit stand walk speak hear and use hands and arms to perform job duties. Occasional bending stooping kneeling climbing balancing and lifting or moving items up to 20 pounds may be required. The position may require occasional evening weekend or event-related hours during Fair and special event operations. Occasional local travel and operation of a motor vehicle may be required in support of organizational meetings events errands or operational needs.