Executive Assistant to the Fire Chief (55481)

EXECUTIVE ASSISTANT TO THE FIRE CHIEF

FIRE DEPARTMENT

GENERAL STATEMENT OF JOB

The primary focus and responsibility of the Executive Assistant is to coordinate all administrative services and departmental activities as directed by the senior leadership team of the Cocoa Beach Fire Department. This position supports functions including but not limited to, contract administration, budget planning and control, State and Federal compliance, purchasing, Medical Director communication, uniform and equipment issuance and accountability, social media management, and other projects assigned by the Fire Chief.

PRIMARY DUTIES AND RESPONSIBILITIES

Administrative

• Assists the Fire Chief in planning, directing, analyzing, and implementing administrative policies and procedures.
• Oversees coordination of meetings for the Fire Chief, including calendar management, agenda preparation, presentation development, and event setup.
• Coordinates equipment maintenance scheduling.

Records Management & Compliance

• Responsible for all records and record requests from legal firms, insurance agencies, investigating agencies, and the public.
• Manages State and Federal certifications ensuring compliance with established rules, regulations, and laws.
• Assists in managing the accreditation process.

Budget Planning & Management

• Monitors and provides budget reports for senior leadership team as needed.
• Conducts periodic budget performance and control analysis.
• Coordinates purchasing and vendor approval processes.

Communications

• Serves as the point of contact for Medical Director and other Fire Department leadership.
• Manages department social media platforms and coordinates communication efforts with the Public Information Officer.
• Supports the Fire Chief in speechwriting, presentations, and official communications.

Personnel & Relationship Management

• Builds strong working relationships across the department to support collaboration, clear decision-making, and effective problem-solving skills.
• Coordinates with Fire Department staff, Human Resources & Finance for payroll, manpower, and city-wide policies and programs.

ADDITIONAL JOB RESPONSIBILITIES

• Serves as liaison between Fire Chief and the general public.
• Organizes, coordinates, and plans departmental events (e.g., 9/11 ceremony, awards ceremonies, and other events as required).
• Coordinates inventory for various items including, but not limited to, uniforms, turnout gear, and equipment.
• May be designated essential personnel during critical events and may be required to report to work.

MINIMUM REQUIREMENTS

Required Education and Experience

• College degree in public administration, business administration, or a related field preferred with 5 years of progressively responsible clerical or administrative support experience, or an equivalent combination of education and experience.
• Excellent analytical, verbal, and written communication skills; strong diplomacy, discretion, and problem-solving abilities.
• Knowledge of department budget processes.
• Demonstrate high level of integrity and management of confidential information.
• Proficiency in Microsoft Office applications including Outlook, Excel, Word, PowerPoint, and SharePoint.

Preferred Knowledge, Skills and Abilities

• Three (3) years of experience directly supporting a senior leadership team with cross-functional responsibilities.
• Strong communication and presentation skills.
• Ability to learn and adapt quickly to new technology and systems.

MINIMUM OUALIFICATIONS OR STANDARDS REOUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS

Physical Requirements

Must be physically able to operate a variety of office equipment including a mobile telephone, computer, calculator, copier, facsimile machine, etc. Must be able to exert up to 20 pounds of force occasionally, up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. Work may involve walking and standing. Physical demand requirements are for light to sedentary work.