Executive Assistant & Government Affairs Coordinator

SUMMARY

Under the direction of the City Manager, the Executive Assistant & Government Affairs Coordinator provides high-level administrative, legislative, and intergovernmental support. The position manages confidential information, coordinates executive workflows, supports City Council legislative processes, and serves as a liaison with county, state, federal, and regional partners, including aerospace and Space Coast stakeholders. Work requires independent judgment, professionalism, and knowledge of municipal operations and Florida law.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Executive Administrative Support

• Provides executive-level scheduling, correspondence, workflow coordination, and follow-up.
• Prepares and distributes reports, presentations, and official communications.
• Coordinates meetings, workshops, briefings, and travel logistics.
• Maintains confidential records and tracks City Manager assignments.
• Supports budget preparation, invoice processing, and administrative expenditures.
• Assists during emergency operations and storm events.
• Supports executive presentations, strategic initiatives, and special projects.

Legislative Support

• Assists the Clerk’s office with City Council agenda preparation using electronic records and agenda-management systems.
• Drafts and edits ordinances, resolutions, proclamations, and legislative documents.
• Conducts policy research and prepares briefing materials.
• Attends Council meetings and workshops as required.

Intergovernmental & Legislative Liaison

• Monitors state and federal legislation affecting municipalities.
• Coordinates with the Florida League of Cities, lobbyists, and government agencies.
• Supports development and communication of legislative priorities.
• Facilitates communication with county, state, and federal officials.
• Assists with grant tracking, appropriations, and intergovernmental funding efforts.

Public & Organizational Support

• Responds to inquiries and service requests; coordinates departmental follow-up.
• Maintains tracking systems for constituent issues and administrative projects.
• Assists with public communications, outreach materials, and community events.

Compliance & Records Management

• Assists with Public Records requests, retention schedules, and compliance with Florida Public Records Law and Sunshine Law requirements.
• Maintains legislative and administrative records using electronic systems.
• Upholds organizational values and performs related duties as assigned.

SUPERVISORY RESPONSIBILITIES

This position has no supervisory responsibilities.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION AND/OR EXPERIENCE

• Associate’s degree in Public Administration, Business, Political Science, or related field; Bachelor’s preferred.
• Three to five years of administrative experience, preferably in government.
• Experience supporting executives or elected officials preferred.
• Equivalent combinations of education and experience may be considered.

CERTIFICATES, LICENSES, REGISTRATIONS

Must possess and maintain a valid Florida Driver’s License with an acceptable driving record.

MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS

Physical Requirements: Ability to operate standard office equipment, including computers, telephones, scanners, and multi-function devices. Work is primarily sedentary and may require occasional standing, walking, bending, and lifting or carrying materials up to 10 pounds.

Communication Skills: Ability to communicate clearly and professionally, both verbally and in writing, with elected officials, staff, governmental agencies, and members of the public. Ability to communicate effectively in person, virtually, and by telephone.

Language Ability: Ability to read, prepare, review, and maintain reports, legislative documents, correspondence, agendas, and records using proper grammar, formatting, and professional standards.

Reasoning and Judgment: Ability to exercise sound judgment, discretion, diplomacy, and confidentiality while managing multiple priorities and sensitive information in a fast-paced environment.

Numerical Ability: Ability to perform basic calculations and interpret financial or budgetary data for invoice tracking, budgeting support, and administrative operations.

Interpersonal Skills: Ability to establish and maintain effective working relationships with elected officials, executive leadership, staff, governmental representatives, consultants, and the public while maintaining professionalism in high-pressure situations.

Computer Skills: Proficiency in Microsoft Office Suite, electronic records systems, agenda-management software, ERP systems, and virtual meeting platforms. Ability to quickly learn new municipal technology systems.

PERFORMANCE INDICATORS

Knowledge of Job: Knowledge of municipal government operations, legislative procedures, intergovernmental relations, and public administration practices. Knowledge of Florida Public Records Law, Sunshine Law, ethics requirements, and open-meetings requirements. Proficiency in Microsoft Office Suite, agenda-management systems, electronic records systems, virtual meeting platforms, and standard administrative software applications.

Quality of Work: Performs assigned duties accurately, efficiently, and with attention to detail. Produces clear, concise, and professional written correspondence, reports, agenda materials, and legislative documents. Maintains accuracy and completeness in records management and administrative coordination.

Dependability: Reports to work as scheduled and responds appropriately to operational needs and emergencies. Completes assignments within established timelines and departmental expectations. Demonstrates reliability, accountability, and follow‑through on tasks and commitments.

Communication and Teamwork: Communicates effectively verbally and in writing with staff, elected officials, agencies, and the public. Provides high-level customer service to internal and external stakeholders. Maintains cooperative and professional working relationships with City staff, elected officials, governmental agencies, community stakeholders, and the public.

Judgment and Problem Solving: Exercises sound judgment, discretion, professionalism, and confidentiality regarding sensitive or legally protected information. Analyzes administrative processes, identifies operational improvements, and implements efficient workflow practices while managing multiple priorities and deadlines in a fast-paced environment with frequent interruptions.

Coordination of Work: Organizes assignments effectively and prioritizes competing responsibilities. Coordinates schedules, deadlines, and administrative workflows to support efficient departmental operations. Maintains strong organizational and records-management practices.

Safety and Compliance: Adheres to Florida Public Records Law, Sunshine Law, ethics requirements, and City policies. Ensures accuracy and compliance in document handling, retention, and public‑records responses. Follows safety procedures and maintains awareness during emergency operations or storm events.

Initiative: Takes proactive steps to improve administrative processes and workflow efficiency. Anticipates the needs of the City Manager and City Council and prepares materials in advance. Demonstrates self-direction, resourcefulness, and a commitment to continuous improvement.