Executive Assistant

Full job description SARASOTA MANATEE AIRPORT AUTHORITY JOB OPPORTUNITY ANNOUNCEMENT EXECUTIVE ASSISTANT ADMINISTRATION Full-time Starting Salary Range: $48,611 - $55,903 Salary Grade Range: $48,611 - $72,912 Posting Date: 05/06/24 Full Time, Non-Exempt Closing Date: Open Until Filled Under limited supervision, provides administrative support to the Executive(s) and the Sarasota Manatee
Airport Authority (SMAA) Commissioners. Deals with highly confidential material and exercises independent
judgment in a range of office-related matters.


Education and Experience: Associate Degree in business or experience on a year for year basis. Four years Administrative Assistant experience. Two years office manager or executive level experience. Proficiency in MS Word in a Windows environment at an intermediate level as demonstrated by test results.

Knowledge of general office policies and procedures. Knowledge of office terminology, procedures, and equipment and business arithmetic, English, spelling, and vocabulary.

Ability to communicate clearly and effectively, both oral and written. Licenses and Certification:
• Notary License – State of Florida or must obtain within (60) days of assuming position.
******************************************************************************************************************** TO APPLY FOR THIS POSITION, PLEASE FOLLOW THE INSTRUCTIONS LISTED BELOW.


1. Applicants desiring to be considered for this position should apply directly with the Sarasota-Manatee Airport Authority
by visiting our website @ or, calling .


2. Return your completed SMAA application to the address shown on the signature page of the application form; OR fax it
to ; OR email it to . Only SMAA application forms will be accepted.


3. Minimum qualifications must be met by the closing date in order to be considered eligible for the position. Resumes
may be submitted as supplements but cannot be accepted in lieu of an application. Applications and resumes are
subject to disclosure under the Florida Sunshine Law.


4. Veterans' Preference documentation, reference names, etc. must be submitted at the time of application. In
accordance with the Immigration Reform and Control Act, appropriate identification documents verifying eligibility for
employment will be required for the applicant who is hired.


5. The Sarasota Manatee Airport Authority participates in E-Verify. Federal law requires all employers to verify the
identity and employment eligibility of all persons hired to work in the United States.


6. Your application will not be considered unless complete answers are provided to all questions on the application.


7. The Airport Authority's Drug-Free Workplace Program requires that applicants take and pass a drug/nicotine test
prior to being hired.



Job Class Specification Page 2
Executive Assistant


SARASOTA MANATEE AIRPORT AUTHORITY JOB CLASS SPECIFICATION Job Code: 1005
Date Approved: 04/24
Grade: 32
JOB TITLE: Executive Assistant
REPORTS TO: Member(s) of the Executive Team, as assigned.




FLSA STATUS: Non-Exempt


JOB SUMMARY Under limited supervision, provides administrative support to the Executive(s) and the Sarasota Manatee
Airport Authority (SMAA) Commissioners. Deals with highly confidential material and exercises independent
judgment in a range of office-related matters.
JOB RESPONSIBILITIES

Essential Job Responsibilities: Provides administrative support for the Executive(s) and the SMAA Commission Board. Composes
correspondence. Determines priority items and directs these to appropriate personnel. Maintains records
and files.



Answers Executives' telephone calls from employees, citizens, local and state and federal officials,
organizations, and businesses. Answers inquiries and makes decisions when possible or determines whether
action can wait or should be directed to another department or held for executive approval.
Receives and answers incoming telephone and mail correspondence and answers inquiries from the public
and other entities regarding the Commission Board.



Makes travel arrangements for the Executive(s), and as requested, for other staff, and SMAA members.
Arranges hotel, air travel, car rental, and conference registration fees. Calculates and prepares expense
reports for reimbursement.



Coordinates SMAA Board meetings with staff to include developing agenda based on President's and
staff input. Prepares narratives as necessary, obtains narratives and accompanying documents, and
department reports from staff for agenda. Coordinates the assembling and distribution of agenda
packets with Administrative Assistants.



Job Class Specification Page 3
Executive Assistant


Prepares notices for all meetings and ensures appropriate yearly notices are sent to the Manatee and
Sarasota Court Clerks and the media in compliance with public meeting regulations. Notifies other
interested parties.



Schedules all meetings for Airport Authority to include regular monthly meetings, special meetings,
workshops, and public hearings. Prepares meeting rooms. Sets out materials needed, etc.
Attends meetings of the SMAA. Takes notes and transcribes recordings into minutes of each meeting.
Prepares memorandum describing directives and actions taken. Types partial verbatim transcripts of
recorded proceedings when requested. Ensures all official documents are signed by SMAA Chairman, and,
as appropriate, maintained in SMAA files.



Acts as the official keeper of minutes, master files, resolutions, the Corporate Seal, and indexed book of
resolutions. Upon request, researches past meeting minutes for management, staff, commissioners, and
other interested parties.



Performs the duties of notary public and administers Oaths/Affirmations at SMAA Public Hearings to Staff
and members of the Public giving testimony or evidence as part of Public Hearings under Florida law.
Acts as Financial Disclosure Coordinator for SMAA to assist Florida Commission on Ethics in collation of
necessary documents and answers inquiries regarding Financial Disclosure regulations pursuant to Section
112.3145 of the Florida Statutes for Commissioners and staff.



Schedules internal and external speaking engagements and appointments for the Executive(s),
Commissioners, and staff. Maintains the discretion to schedule appointments and speaking engagement
for the Executive(s)at time of request.



May act as a liaison between Senior Staff/other personnel and the Executive(s)by keeping abreast of
Airport operations and prioritizing issues. Coordinates revisions to administrative office procedures,
formatting of letterhead, memorandums, business cards, etc.
Prepares and distributes conference confirmation letters and memos. Coordinates conference or
meeting preparation to include room reservation, food orders, and equipment availability.
Other Job Responsibilities: Takes dictation and transcribes letters, reports, and memorandums.
Performs other related duties as required.
MATERIALS AND EQUIPMENT USED Computer, Typewriter, Calculator, Copier, Office Machines.




QUALIFICATIONS REQUIRED Where "preferred" is indicated, the qualification is not essential. Education and Experience: Associate Degree in business or experience on a year for year basis.
Four years Administrative Assistant experience.
Two years office manager or executive level experience.




Proficiency in MS Word in a Windows environment at an intermediate level as demonstrated by test results.
Licenses and Certification: Notary License – State of Florida or must obtain within (60) days of assuming position.




Knowledge, Skills, and Abilities: Knowledge of general office policies and procedures.




Knowledge of office terminology, procedures, and equipment and business arithmetic, English, spelling, and
vocabulary.
Knowledge of management principles and skills to include motivation, delegation, and problem resolution.
Knowledge of various computer software at an intermediate level.
Ability to type 45+ WPM as demonstrated by test results.
Ability to communicate clearly and effectively, both oral and written.
Ability to conduct meetings.
Ability to make independent decisions, recommendations, and provide necessary objective information.
Ability to develop and maintain effective relationships with superiors, fellow employees, and the general
public.



Dictation and transcription skills at a proficient level, preferred .


Physical Requirements:


The Executive Assistant must be diligent in adhering to all work-related safety rules, procedures and regulations
and take the precautions necessary to comply with the Airport Authority safety policy.
Mental Requirements: As an Executive Assistant, the employee must have the mental capacity to provide support to all departments;
must be capable of successfully interacting with employees, outside agencies and the general public; develop
and maintain effective working relationships with superiors, fellow employees, outside agencies and the
general public and have the mental capacity to provide support to the President, Chief Executive Officer.
Environmental Requirements: The Executive Assistant generally works in an office environment.
Summary Clause: The duties and responsibilities listed in this job class specification are intended only as illustrations of the various duties
to be performed and are not all inclusive. The omission of other specific duties does not exclude them from being
performed by the Executive Assistant if the duties are similar, related, or a logical assignment to the position. This
job class specification does not constitute an employment contract between SMAA and the Executive Assistant
and is subject to change at the discretion of the Airport Authority. ALL REQUIREMENTS ARE SUBJECT TO POSSIBLE MODIFICATION TO REASONABLY ACCOMMODATE INDIVIDUALS WITH DISABILITIES. 1005one

Physical/Mental Requirements Job Title: Executive Assistant Job Code: 1005 Date: 10/19 Physical/Mental Percentage of Time Continuous 67-100% Frequently 34-66% Occasionally 1-33% Infrequent - less
than once a
day
Standing X
Sitting X
Walking X
Lifting X
1-10 lbs. X
11-20 lbs. X
21-35 lbs. X
36-50 lbs. X
over 50 lbs. X
Carrying X
Reaching X
Climbing X
Driving X
Written X
Communication
Oral X
Communication
Reading X
Hand Dexterity X
Reasoning X
Decision Making X
Analyzing X
Sensory X
Sight X


The mental and physical aspects shown with an "x" relate to this specific position and have been identified for ADA compliance purposes only. This information shall not be used to determine salary grades, nor shall it be used to make comparisons with other positions.

1005 two

SUMMARY OF BENEFITS Full Time Employees




Employer Paid Benefits: Waiting Period
Employee & Dependent Medical Insurance The first day of the
SMAA offers two Blue Cross/Blue Shield medical plans - A Low Option PPO Plan and an month following your
HSA/HDHP. 100% of employee premium is paid by SMAA and the employee contributes
toward the chosen dependent coverage. 30-day waiting period
Employee & Dependent Dental Insurance The first day of the
month following your
SMAA pays 100% of employee and dependent coverage under Florida Combined
Life Insurance Company, a subsidiary of Blue Cross/Blue Shield. 30-day waiting period
Employee & Dependent Life Insurance The first day of the (100% paid by SMAA –
employee is insured for 2x annual salary up to $100,000; spouse is insured for $5,000; month following your
dependent is insured for $2,500) 30-day waiting period
Travel Insurance Immediate
Employee Assistance Program Immediate
Short-Term Disability (100% paid by SMAA) 1 year
Sick-Time 90 days
Vacation Leave 6 months
Retirement Plan (A 401 plan administered by the Principal Financial Group) 6 months
Reimbursement for Continuing Education 6 months
Floating Holidays 6 months
National Holidays Immediate
Special Discount Programs (Varies) Immediate
Voluntary/Optional Benefits: Waiting Period
Pre-Paid Legal Plan (Voluntary – payroll deduction) Immediate
Deferred Compensation Plan (Voluntary – payroll deduction) 90 days
Group Term Life, Supplemental Medical, and Long-Term 90 days

Disability Insurance (Voluntary – payroll deduction)