executive assistant - Jekyll Island, GA, United States - Jekyll Island Authority

Jekyll Island Authority Jekyll Island, GA, United States

3 weeks ago

Description

Job Title:
Executive Assistant

Division:
Administration

Status:
Regular, Full-Time Employee

Pay:
Commensurate with experience

Reports to:
Executive Director

Benefits:
Full benefits eligible including health insurance, flexible benefits, paid holidays, paid sick and vacation leave, amenities pass, & parking

Retirement:
State Employee Retirement Plan (GSEPS - Pension & matching 401k)

Closing date: 4:00pm Friday April 26, 2024. *Note: This position is subject to close at any time once a satisfactory applicant pool has been identified.

To Apply:
Fill out the application completely and attach your resume AND a cover letter. Incomplete applications or applications without accompanying documents when required will not be considered.

Applicants are encouraged to review the job description below and include any relevant experience in your resume and cover letter.

Jekyll Island is dedicated to maintaining the delicate balance between nature and humankind through conservation, education, and preservation.

Surrounded by salt marshes, expansive oceanfront, and ancient maritime forests, it is situated within the chain of the Golden Isles and just a few miles from St.

Simons Island, Sea Island, and Brunswick. As a State Park, Jekyll Island is a coastal haven where nature and humans peacefully co-exist.

Job Summary:

Under general and broad guidelines, the Executive Assistant provides administrative support for the Executive Director, members of the Board of Directors, and monthly board meetings.

The Executive Assistant will also provide support to legal ensuring all materials, documents, and communications are maintained in confidence. This role requires exceptional organizational skills, verbal and written communication skills, and a thorough understanding of executive administrative support.

Description:

Coordinates executive activities by organizing scheduling, prioritizing, and communicating meetings, appointments, etc.
Prepares materials for board meetings to include developing agendas, scheduling accommodations, collating meeting materials, and preparing and distributing approved minutes.
Serves as a liaison between the executive office and other staff members, the general public, customers, and outside representatives.
Composes letters, memorandums, and reports; prepares draft documents for executive signature.
Create and maintain presentations as needed by the Executive Director and Executive staff.
Conducts research to compile information needed to generate reports, complete projects, and accurately respond to questions and concerns.
Provide legal document support including drafting, editing, producing, proofreading, and filing all legal documents including agreements, correspondence, files, forms, licenses, memoranda, pleadings, and other projects.
Reviews executed contracts for signatures and required attachments; scans, files, and saves completed contracts according to required retention.
Assists with preparing correspondence and documents for transmittal or mailing (envelopes, mailing labels, certified mail documentation, Federal Express or Express Mail, hand delivery, faxes, etc.), ensuring sufficient copies for files and carbon copies, and preparing all enclosures and attachments.
Maintains complete confidentiality of all records, documents, conversations, and communications from the Executive offices.
May coordinate or assist with coordination of travel for the Executive Director and other members of the Management team when necessary.
Must be pleasant and professional when dealing with phone calls, visitors, e-mail, and all other forms of communication.
Establishes and maintains thorough files and records, both paper and electronic.
General understanding of Georgia laws and codes pertinent to JIA as well as current JIA projects to respond to questions/inquiries by the public.
Responsible for managing office/department equipment and scheduling maintenance when necessary.
Performs other duties as assigned and may support other Directors as needed.

Minimum Qualifications:

Bachelor's degree in Public Administration, Business Administration, Communication or a related field from an accredited college or university and a minimum of four (4) years' experience of executive-level administrative support experience.
May consider an equivalent combination of job-specific experience and education that provided the knowledge, experience, and competencies required to successfully perform the job.
Knowledge and/or experience of local government/state government committees and formal meetings a plus.
Must have significant expertise utilizing Microsoft Word, Excel, PowerPoint, and Outlook (desktop & 360).
Strong organizational skills with the ability to handle numerous unrelated projects simultaneously, must be able to exercise judgment and prioritize projects appropriately, and meet critical deadlines.
Ability to handle sensitive, confidential information.
Ability to communicate effectively, strong writing skills.
Ability to schedule multi-stakeholder meetings and coordinate meeting logistics, agendas, and take formal meeting minutes.
Ability to establish and maintain effective working relationships.
Must have a valid driver's license.

Physical Requirements/Working Conditions:

Exert up to 35 pounds of force occasionally and a negligible amount of force constantly to move objects.
More than 50% of the typical workday will be spent sitting, standing, reaching, grasping, and using repetitive motions of the wrist, hands, and fingers.
Between 25% and 50% of the typical workday will be spent walking, pushing, pulling, lifting and carrying.
Less than 25% of the day is spent climbing stairs, crouching and/or stooping, kneeling.
Must have visual clarity to prepare and analyze data and figures, transcribing, use of computers, and expansive reading.
Sensory abilities required include vision, feeling, and touching with more than 50% of the day spent talking and hearing.
Majority of work will be performed within an indoor office environment, however, field work will be performed and subject to adverse environmental conditions.
Noise level is considered normal.

This description of job responsibilities is intended to reflect the major responsibilities and duties of the job, but is not intended to describe minor duties or other responsibilities as may be assigned from time to time.

This position is subject to close at any time once a satisfactory applicant pool has been identified. Applicants who complete the online application process will receive an email receipt of submission to the email address provided.

If email confirmation is not received, applicant may contact Human Resources at for confirmation, however, due to the volume of applicants received, we are unable to provide information on application status after receipt.

Applicants who need assistance to accommodate a disability may request and accommodation by contacting Human Resources at

All qualified applicants will be considered but may not necessarily receive an interview. Incomplete applications or applications without accompanying documents when required will not be considered. Selected applicants will be contacted for the next steps in the selection process. Successful completion of background check is required including credit when applicable to the position. Relocation expenses are not authorized, applicants should consider this when applying.

Jekyll Island Authority is an Equal Opportunity Employer.

The Authority supports equal employment opportunities for all persons without regard to race, color, religion, sex, national origin, age, veteran status, or any other status protected by law.

The Jekyll Island is a Drug-free Workplace

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