Administrative Specialist - All Levels

Administrative Specialist

Toho Water Authority is seeking a highly organized, proactive, and detail-oriented Administrative Specialist to provide executive-level administrative support to the Chief Engagement Officer, who leads the People Services Division. This division includes Human Resources, Public Relations, Safety & Risk Management, and the Records Management Center.

This position serves as a trusted business partner to the Chief Engagement Officer. The role coordinates projects, manages executive administrative functions, and ensures smooth operation of diverse priorities. The ideal candidate enjoys managing multiple projects simultaneously, exercises exceptional discretion when handling confidential information, and continually looks for opportunities to improve processes and organizational efficiency.

This is an excellent opportunity for an experienced administrative professional who enjoys supporting executive leadership while working on projects that impact the entire organization.

Essential Functions

As the Administrative Specialist supporting the People Services Division, you will:

• Provide executive administrative support to the Chief Engagement Officer.
• Coordinate meetings, workshops, leadership sessions, and cross-functional projects involving multiple divisions throughout the organization.
• Track projects, action items, deadlines, and follow-up activities across the People Services Division.
• Managing scheduling priorities, travel arrangements, conference registrations, and expense reporting.
• Assist with budget tracking, leave and payroll support, and administrative financial processes.
• Support special projects, organizational initiatives, and executive priorities as assigned.
• Prepare professional correspondence, presentations, reports, meeting materials, agendas, and executive communications.
• Serve as the division coordinator for all Board agenda items, ensuring agenda materials are complete, routed, approved, and submitted within established deadlines.
• Coordinate procurement activities including purchase requisitions, purchase card (P-Card) transactions, invoice processing, and vendor documentation. Examples include, white fleet, PPE, community events, branding/advertising, and recruiting.
• Manages administrative duties for the division's purchasing (ie Amazon purchases, etc.).
• Maintain organized electronic records and administrative documentation in accordance with organizational policies and Florida public records requirements.
• Continuously identify opportunities to streamline administrative processes and improve operational efficiency.
• Extra-curricular activities could include participation in the Events Committee, Retirement Committee, Safety Ambassadors Committee, etc.

What We're Looking For

The successful candidate is someone who:

• Maintains the highest level of professionalism, integrity, and discretion.
• Has experience working with highly confidential information, including personnel matters and sensitive employee information such as protected employee health-related information.
• Enjoys organizing complex projects and coordinating multiple stakeholders.
• Is naturally organized and able to prioritize competing deadlines.
• Thinks creatively and proactively solves problems before they become issues.
• Communicates professionally with employees, executives, vendors, elected officials, and members of the public.
• Is comfortable working independently while supporting a collaborative leadership team.
• Takes pride in producing polished, accurate, executive-quality work.

Minimum Qualifications

Minimum Qualifications

• High School Diploma or GED.
• Minimum of three (3) years of progressively responsible executive administrative or administrative support experience.
• Experience supporting a professional leadership role.
• Experience coordinating projects involving multiple departments.
• Valid Florida Driver License.

Desirable Qualifications

Experience supporting executive leadership, legal, HR, Risk, government, or public sector operations.

Experience preparing Board agenda items or executive-level meeting materials.

Experience with procurement processes, purchase orders, P-Cards, and invoice processing.

Experience with budgets and data analytics

Technical Skills

Candidates must possess intermediate proficiency with:

• Microsoft Excel
• Microsoft Word
• Microsoft PowerPoint
• Microsoft Outlook

Experience with the following is not required, but is desirable:

• Microsoft Teams
• SharePoint
• Adobe Acrobat Professional
• Canva
• Laserfiche or electronic records management systems
• Electronic agenda management systems
• Electronic signature platforms
• ERP or financial systems
• PowerBI
• AI (Co-Pilot, ChatGPT, Claude, Gemini, etc.)

Knowledge, Skills & Abilities

Successful candidates should be able to provide examples in the application and cover letter, or during the interviews:

• Exceptional organizational and time management skills.
• Strong written and verbal communication abilities.
• Excellent proofreading and attention to detail.
• Sound judgment and the ability to maintain strict confidentiality.
• Ability to manage numerous priorities with changing deadlines.
• Strong customer service and relationship-building skills.
• Project coordination and follow-through.
• Ability to analyze information and prepare executive-level reports and presentations.
• Initiative to improve administrative processes and implement efficient solutions.

Why Join Toho Water Authority?

This role offers the opportunity to work directly with executive leadership while supporting initiatives that positively impact employees across the organization. You'll be part of a collaborative leadership team that values innovation, professionalism, continuous improvement, and exceptional public service. Office environment is casual to business casual. Competitive pay and excellent benefits.

If you're an experienced administrative professional who enjoys executive support, project coordination, and making an organizational impact behind the scenes, we'd love to hear from you.