Executive Assistant/Special Projects Coordinator

Job Description

Are you looking for a position with a work/life balance? Do you want to earn four (4) weeks off during your first year of employment? Do you want low and no cost health insurance options? If you answered “yes” to any of these questions, you need to complete your application now. Work for the city you love!!!

The Executive Office of the Mayor Department is actively seeking an Executive Assistant - Special Projects Coordinator.

Did you know as a City of Jacksonville employee, you would also have twelve (12) paid holidays and a personal leave day as well? In addition to health insurance, dental, vision, life insurance and flexible spending plans are also available. City of Jacksonville employees are also eligible for Federal Student Loan Forgiveness after ten (10) years of public service and on-time payments.

This position reports to the Deputy Chief Administrative Officer in the Mayor’s Office. The scope of work in this role ranges from professional administrative duties such as scheduling, filing, and compiling reports to managing projects, conducting research and problem solving. As a candidate, you should have demonstrated that you are a dependable, a self-starter with a commitment to excellence, building relationships, learning and a desire to support several key stakeholders.

Examples of Work

• Leads and manages multiple projects that align with the Mayor’s priority initiatives, ensuring they are executed effectively, on time.
• Partners with internal City departments, external stakeholders, and community organizations to coordinate efforts and ensure project success.
• Regularly report on project progress, challenges, and outcomes to the Chief and/or Deputy Chief Administrative Officer.
• Communicate findings and updates to key stakeholders.
• Assists in managing project resources, including budget and staff time, to maximize efficiency and effectiveness.
• Addresses and resolves challenges that arise during projects, including overcoming barriers to implementation.
• Sets clear goals and performance indicators for projects, tracking progress toward achieving measurable results.

Knowledge, Skills and Abilities

• Ability to manage multiple complex projects simultaneously, balancing competing priorities.

• Advanced knowledge of Microsoft Excel for data analysis, creating reports, and managing budgets.
• Familiarity with pivot tables, formulas, and data visualization tools (e.g., charts and graphs).
• Strong proficiency in Microsoft Word for drafting reports, official documents, and correspondence.

• Excellent verbal and written communication skills to clearly convey information to diverse audiences, including government officials, team members, and the public.
• Strong problem solving and analytical skills.

• Exceptional organizational skills to ensure that projects are delivered on time and within scope.

• Ability to navigate political dynamics and sensitivities in a government environment.
• The ability to think critically and strategically to develop plans and resolve issues efficiently.

Open Requirements/Supplemental Information

• A four-to-five-year combination of education and/or experience in professional administrative work, customer service or a closely related field - required.

• Proficient with computer skills outlined in the knowledge, skills and abilities.

• A bachelor’s degree - preferred.

* A RESUME IS REQUIRED WITH YOUR APPLICATION *

A FULLY COMPLETED ONLINE APPLICATION IS REQUIRED. Apply at www.jacksonville.gov. Work history is required for all employment/volunteer work in which qualifications are being based. When meeting/basing qualifications on education, a copy of your college transcript, with your social blacked out, is required with your application. U.S. transcripts do not need to be official, but must state your name, the school’s name, classes taken, grades received, type of degree, and date degree was conferred. Transcripts outside the U.S. must be converted to U.S. standards.

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Certain servicemembers and veterans, and the spouses and the family members of such service members and veterans, receive preference and priority, and certain servicemembers may be eligible to receive waivers for postsecondary educational requirements, in employment and are encouraged to apply for positions being filled.

If claiming veteran's preference, you must attach a DD-214 (Member Form-4 copy) or military discharge papers, or equivalent certification from the Department of Veterans Affairs listing military status, dates of service and character of discharge. You must also attach the Veterans Preference Certification Form and if applicable, the additional forms as noted here: http://www.coj.net/departments/employee-services/veterans-preference.

If a candidate believes he or she was not afforded veteran’s preference, he or she may file a written complaint, within sixty (60) calendar days upon receipt of notification of the hiring decision, requesting an investigation to:

Florida Department of Veterans Affairs

Attention: Veterans’ Preference Coordinator

11351 Ulmerton Road, Suite 311-K

Largo, FL 33778-1630

Email: VeteransPreference@fdva.state.fl.us