Executive Administrator

TITLE: Executive Administrator

FLSA STATUS: Exempt

REPORTS TO: Executive Director

SUPERVISES: None

HOURS: Full Time

LOCATION: In-Office/Tallahassee

STARTING PAY: $44,395 - $63,421

• This position is 32-40 hours per week with full-time benefits.
• The posted pay range is the starting range for the position.

About Us:
Florida Developmental Disabilities Council is a mission-driven organization dedicated to affecting policy and services for people with intellectual and developmental disabilities, their families, and their supports through education, advocacy, and partnerships.

We are seeking a skilled and experienced Executive Administrator to join our team. This pivotal role provides high-level administrative support, requiring a proactive and independent approach. The Executive Administrator will work closely with the Executive Director, a Governor-appointed 26-member Board of Directors (Council), and leadership staff, delivering essential day-to-day administrative assistance alongside the Tallahassee office team. Responsibilities include coordinating and executing Council meetings and special events funded by the Council. Additionally, this role manages all communications through the Tallahassee office, ensuring compliance with the Council’s governing regulations and Florida Sunshine Law.

Key Responsibilities:

• Manages all telephone inquiries, directing them to appropriate staff as needed.
• Collects and distributes mail for the Tallahassee office daily.
• Serves as the primary liaison between the Executive Director, Council members, and leadership staff.
• Coordinates all travel arrangements for the Executive Director, Council members attending meetings and special events, and leadership staff as needed.
• Tracks and processes expense reports for the Executive Director and leadership team.
• Oversees the Executive Director’s calendar, scheduling meetings and ensuring preparedness.
• Prepares and provides necessary materials for meetings led or attended by the Executive Director.
• Records, finalizes, and distributes minutes for Council, staff, and committee meetings.
• Manages correspondence, materials, and printing for Council meetings and special events.
• Maintains public notices and the organization’s master calendar.
• Ensures compliance by maintaining accurate records and correspondence with Council members.
• Updates and manages the Governance Manual and Council member files.
• Ensures accurate and timely communication flow between staff and Council members.
• Reviews and edits documents for accuracy.
• Maintains organized record-keeping systems, both paper and electronic.
• Manages office supplies, including inventory control and ordering.
• Handles office errands as needed.
• Travels to at least three FDDC-required overnight events annually.
• Performs other duties as assigned.

Required Qualifications:

• Associate’s degree in business administration or related field; verifiable related experience as described in this job description may substitute for education on a year for year basis.
• Three years of proven related experience as described in this job description.
• Experience interacting with persons with disabilities preferred.
• Experience working closely with Executive members and Board members preferred.

Required Knowledge, Skills, Abilities, and Work Habits

• Strong interpersonal skills with the ability to build positive relationships.
• Excellent written and verbal communication skills.
• Ability to communicate effectively, both orally and in writing, with or without the use of an interpreter or auxiliary aids.
• Proficiency in Microsoft Office Suite.
• Highly organized with strong attention to detail.
• Self-motivated and proactive with exceptional time management skills.
• Strong problem-solving abilities and independent decision-making skills.
• Ability to collaborate effectively with colleagues and supervisors at all levels.
• Patience and respect when interacting with individuals with intellectual and developmental disabilities and their families.
• Professional demeanor when engaging with Council members, executives, and external stakeholders.
• Ability to handle and maintain confidential information with discretion.

Physical Requirements and Work Environment

• Periods of sitting and/or standing for varying durations.
• Occasional lifting of items up to 20 lbs.
• Capability to use standard office equipment, including but not limited to pens, pencils, calculators, computer keyboards, and telephones.
• Ability to travel as needed for meetings, conferences, workshops, seminars, special events, and planning sessions outside the FDDC office.

The Florida Developmental Disabilities Council is committed to providing equal employment opportunities to all employees and applicants. We strictly prohibit discrimination and harassment of any kind based on race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, marital status, pregnancy, sexual orientation, gender identity or expression, citizenship, or any other characteristic protected under federal, state, or local laws.

Job Type: Full-time

Pay: $44,395.00 - $63,421.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Health insurance
• Paid time off

Schedule:

• 8 hour shift

Application Question(s):

• Do you have an Associate degree in business administration or related field plus 3 years of proven, related experience; or equivalent related, verifiable education and experience?

Language:

• Bilingual (Preferred)

Ability to Commute:

• Tallahassee, FL 32301 (Required)

Work Location: In person

Salary : $44,395 - $63,421