Executive Office Administrator

POSITION SUMMARY

This position provides administrative and coordination support to the Chief Executive Officer (CEO), the Board of Directors, and executive staff of the Lakeland Area Mass Transit District (LAMTD). The role is responsible for supporting Board operations, managing executive office activities, and coordinating communications and documentation. This position requires professionalism, strong organizational skills, and the ability to handle confidential information with discretion. The Executive Office Administrator also serves as the District’s Records Management Liaison Officer.

ESSENTIAL FUNCTIONS

Board and Committee Support

• Coordinate Board of Directors and Committee meetings, including scheduling, logistics, and materials
• Prepare, assemble, and distribute Board agendas and meeting packets (electronic and hard copy)
• Record, draft, and maintain official meeting minutes and records
• Assist with preparation of resolutions and support responses to public records requests in coordination with legal counsel
• Coordinate presentations from staff, outside agencies, and partners

Executive Office Support

• Provide day-to-day administrative support to the CEO, including scheduling meetings and managing correspondence
• Coordinate travel arrangements and logistics for the CEO and Board members
• Prepare agendas and materials for meetings led by the CEO
• Support executive communications by drafting, proofreading, and formatting documents
• Maintain awareness of ongoing activities and assist in keeping the CEO informed

Administrative Coordination

• Track deadlines for agenda items, reports, and other deliverables; follow up with staff as needed
• Maintain calendars, documents, and spreadsheets to support Executive Office operations
• Assist with development of presentations, reports, and performance tracking materials
• Support senior staff meetings and provide general administrative assistance to leadership

External Coordination

• Schedule meetings and coordinate communication with local, state, and federal officials and their staff
• Assist with preparation of correspondence and materials related to external requests and initiatives
• Coordinate logistics for stakeholder meetings and Board presentations

Records Management and Compliance

• Maintain official District records, including policies, procedures, and administrative documents
• Support document organization, storage, and retrieval processes
• Assist with tracking and monitoring compliance activities related to EEO and DBE programs

General Administrative Support

• Assist with maintaining Standard Operating Procedures (SOPs) for administrative functions
• Support office operations, including tracking office-related expenses and contracts
• Perform other duties as assigned

MINIMUM QUALIFICATIONS

• Bachelor’s degree in Business Administration or a related field (or equivalent combination of education and experience)
• Minimum of 3–5 years of administrative experience, preferably in a public sector or government environment

PREFERRED QUALIFICATIONS

• Certified Administrative Professional (CAP) or similar certification
• Experience supporting executive leadership or Board operations
• Familiarity with public records processes and government procedures

OTHER CERTIFICATES/LICENSES

• Must have a valid Florida driver’s license

KNOWLEDGE, SKILLS, AND ABILITIES

• Strong organizational and time management skills with attention to detail
• Ability to manage multiple tasks and meet deadlines in a fast-paced environment
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and Adobe Acrobat
• Strong written and verbal communication skills
• Ability to handle confidential information with discretion
• Professional interpersonal skills and ability to work with staff, officials, and the public
• Ability to take meeting notes and prepare accurate records
• Sound judgment and reliability in completing assigned tasks

SUPERVISORY RESPONSIBILITIES

This position does not have supervisory responsibilities.

WORK ENVIRONMENT & PHYSICAL DEMANDS

This position operates in a standard office environment with occasional travel. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. Occasional lifting of up to 25 lbs may be required.

CITRUS CONNECTION IS AN EQUAL OPPORTUNITY EMPLOYER

Pay: $55,000.00 - $65,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Tuition reimbursement
• Vision insurance

Education:

• Bachelor's (Required)

License/Certification:

• Florida Drivers License (Required)

Work Location: In person