What are the responsibilities and job description for the Executive Administrative Assistant position at KeyStaff?
Executive Administrative Assistant
Florida State Guard – Tallahassee, Florida
Salary: $29-$30 per hour DOE
Position Available Through KeyStaff, Inc.
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KeyStaff, Inc. is seeking a highly organized, professional, and dependable Executive Administrative Assistant to support the Florida State Guard in Tallahassee, Florida. This is an excellent opportunity for an experienced administrative professional to become part of a growing, prestigious organization and play an important role in supporting executive-level operations.
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The ideal candidate will be a polished and proactive professional who can manage competing priorities, maintain confidentiality, communicate effectively with individuals at all levels, and provide exceptional administrative support in a professional organizational environment.
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Position Overview:
The Executive Administrative Assistant will provide comprehensive administrative and organizational support to leadership and assigned personnel. This position requires someone who can work independently, exercise sound judgment, maintain professionalism, and handle sensitive information with discretion.
The successful candidate will serve as an important point of coordination for administrative activities, correspondence, scheduling, records, meetings, and day-to-day office operations.
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Key Responsibilities:
- Provide high-level administrative and organizational support to executive leadership and assigned departments.
- Manage calendars, schedules, appointments, meetings, and other administrative commitments.
- Prepare, format, proofread, and maintain professional correspondence, memorandums, reports, presentations, and other documents.
- Coordinate meetings, including preparing agendas, assembling materials, documenting information, and following up on action items when appropriate.
- Receive, organize, and distribute incoming correspondence, communications, and other administrative materials.
- Maintain accurate electronic and physical records and filing systems.
- Handle sensitive, confidential, and organizational information with the highest level of discretion.
- Assist with tracking projects, deadlines, assignments, and administrative requirements.
- Coordinate communication between leadership, staff, internal departments, and external contacts.
- Answer telephone calls, respond to inquiries, and professionally direct communications to the appropriate personnel.
- Assist with preparing reports, spreadsheets, presentations, and other documents using Microsoft Office applications.
- Perform data entry and maintain accurate administrative databases and records.
- Assist with travel arrangements, meeting logistics, scheduling, and other executive administrative needs as assigned.
- Monitor deadlines and proactively follow up on outstanding items.
- Provide general administrative assistance to support efficient department operations.
- Exercise professionalism, discretion, sound judgment, and attention to detail in all responsibilities.
- Perform other administrative duties and special projects as assigned.
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Skills & Qualifications:
The ideal candidate should possess a strong combination of administrative experience, organizational ability, professionalism, and communication skills.
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Required/Preferred Qualifications:
- Previous experience in an executive assistant, administrative assistant, office manager, administrative coordinator, or similar professional role.
- Strong written and verbal communication skills.
- Excellent organizational and time-management abilities.
- Exceptional attention to detail and accuracy.
- Ability to prioritize multiple assignments and meet deadlines in a fast-paced environment.
- Strong proficiency with Microsoft Office, including Word, Excel, Outlook, and PowerPoint.
- Ability to prepare professional correspondence, reports, spreadsheets, presentations, and other business documents.
- Strong calendar management and scheduling skills.
- Ability to maintain confidential information and exercise sound discretion.
- Professional telephone and interpersonal communication skills.
- Strong customer service and relationship-building abilities.
- Ability to communicate effectively with executives, managers, employees, government personnel, and members of the public.
- Demonstrated ability to work independently while also functioning effectively as part of a team.
- Strong problem-solving and critical-thinking skills.
- Ability to anticipate administrative needs and take initiative rather than waiting for direction.
- Ability to adapt to changing priorities and handle multiple responsibilities simultaneously.
- Professional appearance, demeanor, and work ethic.
- Dependable, punctual, and committed to maintaining a high level of professionalism.
- Ability to learn organizational policies, procedures, systems, and processes quickly.
- Government, military, public-sector, or other highly professional administrative experience is a plus.
- MUST BE ABLE TO PASS A BACKGROUND CHECK AND DRUG TEST
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What We're Looking For:
We are looking for someone who is more than simply an administrative employee. The ideal candidate is a trusted, dependable professional who understands the importance of representing an organization with professionalism and integrity.
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You should be someone who:
- Takes ownership of your responsibilities.
- Anticipates needs and stays one step ahead.
- Can be trusted with confidential and sensitive information.
- Communicates clearly and professionally.
- Pays attention to the details others may overlook.
- Remains calm and organized when priorities change.
- Demonstrates initiative and good judgment.
- Takes pride in producing high-quality work.
- Understands the importance of teamwork, accountability, and professionalism.
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Why Consider This Opportunity?
This is a great opportunity to join a growing and prestigious organization while utilizing your administrative expertise in a professional environment where your work matters. Through KeyStaff, Inc., you will have the opportunity to support the Florida State Guard and contribute to an organization dedicated to serving the State of Florida. This position is ideal for an experienced administrative professional who is looking for a meaningful career opportunity, professional growth, and the chance to work alongside accomplished leaders and staff. If you are organized, motivated, professional, and ready to take the next step in your administrative career, we encourage you to apply!
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KeyStaff, Inc. is proud to connect qualified professionals with rewarding career opportunities throughout Florida.
Join the team. Make an impact. Grow with the organization.
KeyStaff, Inc. is an Equal Opportunity Employer.
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Salary : $29 - $30