Executive Assistant in Tampa, Florida at The Florida State Fair Authority

The Florida State Fair Authority is seeking a highly organized, adaptable, and proactive Executive Assistant to support the Executive Director and leadership team in a fast-paced and dynamic environment. This critical role serves as the central point of coordination for executive operations, Board of Directors activities, special projects, and organizational communications. The ideal candidate will thrive in an environment with evolving priorities, demonstrate exceptional attention to detail, exercise sound judgment and discretion, and respond with professionalism and flexibility to changing needs and deadlines. Success in this role requires strong communication skills, a collaborative mindset, and the ability to manage multiple priorities while maintaining a high level of customer service and confidentiality.

SUMMARY

Provide high-level administrative support to the Executive Office, including coordination of special projects, Board of Directors communications, and executive-level scheduling and operations. This role ensures priorities are organized and executed in alignment with organizational goals, policies, and budget guidelines, while supporting purchase requests, resource coordination, and other executive directives. The ideal candidate is creative, resourceful, and results-driven, with strong communication skills and sound judgment. This position requires the ability to adapt quickly to shifting priorities, manage multiple deadlines, and maintain accuracy and confidentiality in a fast-paced, highly responsive executive environment. Success in this role depends on flexibility, professionalism, and the ability to support evolving needs with efficiency and discretion.

KEY RESPONSIBILITIES:

1. Manage overall administration of the Chief Executive Officer (CEO) and Chief Operating Officer’s (COO) office and all Board related activities including preparation of agendas, correspondence, schedules, reports, presentations, outlines, manuals and other executive documents.
2. Provide administrative support to the CEO and COO through calendar management, meeting coordination, conference calls and appointment scheduling, file maintenance, and preparation of correspondence (letters, memos, emails), requisitions, expense reports, reviewing records, reports, and other documents including all documentation required for the annual Fair Permit process.
3. Serve as liaison to the CEO’s office and Florida State Fair Authority Board of Directors for departments or employees, outside organizations and vendors, government agencies, and the public.
4. Strengthen integrity through efficiency and accuracy of all records for Authority Board members. Coordinate all Board and Committee meetings, including scheduling, agenda preparation, Board book distribution, meeting logistics and maintaining accurate official records. Transcribe and maintain all Board and Committee meeting minutes.
5. Directly supervise and manage the Receptionist/Office Assistant position, including assigning and reviewing work, providing training and guidance, monitoring performance and productivity, approving schedules and time off, and conducting annual performance evaluations to ensure efficient front office operations and high levels of customer service and administrative support. Oversee and coordinate Seasonal Phone Operators during the annual Florida State Fair, including daily operational supervision.
6. Assist with front desk and main phone coverage as needed to support overall office operations and customer service
7. Coordinate organizational participation and support processes in various workshops, conferences, conventions and luncheons including handling all travel accommodations and flights for FSFA staff participating in out-of-town events.
8. Plan, coordinate, and execute organizational signature events including the Governor’s Day Luncheon and Agricultural Woman of the Year Luncheon during the Florida State Fair. Responsibilities include development and maintenance of invitation and mailing lists; preparation and distribution of invitations, VIP correspondence, and official communications to the Governor’s Office, Board members, elected officials, sponsors, and guests; tracking RSVPs and attendance; ticketing and guest management; coordination with caterers, decorators, florists, entertainment providers, and other vendors; utilization of Saffire, Spark, and other event management systems; oversight of event logistics, timelines, setup, and on-site execution to ensure successful event operations and a positive guest experience.
9. Manage and process professional memberships, sponsorships, subscriptions and organizational donations and renewals.
10. Establish and reinforce administrative procedures and guidelines to ensure desired outcomes of assigned special projects.
11. Coordinate with departments, employees, vendors, and other outside organizations to ensure efficient/effective flow of communications and processes, as related to assigned special projects.
12. Researches, prioritizes, prepares and/or monitors project budgets, status of allocated funds, controls expenses, and submittals of invoices.
13. Monitor schedules and controls resources to ensure timely completion of assigned special projects/programs.
14. Establish and maintain strong working relationships with employees, contractors, customers, industry influencers and key strategic partners.
15. Maintain and update Non-Fair calendar of events in the Executive team’s calendars.
16. Create and distribute Operations Manuals and Entertainment Schedules for Fair.
17. Prepare, process, track, and coordinate contracts and related documentation for concerts, entertainment, and special events, including coordination with entertainment partners such as Live Nation. Work closely with the organization’s legal team to facilitate contract review, revisions, approvals, insurance requirements, routing, execution, and distribution of finalized agreements and supporting event documentation in a timely and accurate manner.
18. Operate a company or personal vehicle as needed to assist with occasional business-related errands.
19. Perform other duties and provide support and assistance to other departments and staff as needed or assigned.

BENEFITS:

As a full-time employee of the Florida State Fair Authority, you’ll enjoy a comprehensive and rewarding benefits package, including:

• Medical, dental, and vision insurance to keep you and your family healthy
• Employer-paid life and disability insurance for added peace of mind
• A 457(b)-retirement plan with company match to help you plan for the future
• Generous paid time off and holidays, so you can recharge and enjoy life outside of work

Join a team that values your well-being both on and off the job!

The Florida State Fair Authority is a drug free workplace and an equal employment opportunity employer.

QUALIFICATIONS/EDUCATION/CERTIFICATIONS:

High School diploma or equivalent required. Bachelor’s degree preferred. Minimum of six to ten years of experience in a professional office administrative or support role at the executive level, preferably in a government or public entertainment related facility. Notary Public or Microsoft Office Specialist (MOS) Certification a plus. Valid driver’s license with an acceptable driving record required.

KNOWLEDGE, SKILLS AND ABILITIES:

• Ability to perform complex and confidential administrative duties with professionalism, discretion, initiative and independent judgment under general supervision.
• Strong organizational, multitasking, and time management skills with the ability to prioritize competing demands and meet deadlines in a fast-paced environment.
• Proactively approach problem-solving with strong decision-making ability
• Excellent verbal, written, interpersonal and customer service communications skills.
• Strong attention to detail, accuracy and follow through.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Possess a high sense of urgency when addressing needs or concerns from customers, employees, vendors or the public at large
• Ability to establish and sustain cooperative relationships and build good rapport with employees, clients and external vendors
• Highly resourceful team-player
• Strong computer skills including experience with entire Microsoft Office Suite and the ability to perform general office duties
• Ability to supervise, support, and coordinate administrative support staff effectively and professionally
• Ability to travel locally and perform occasional off-site business-related tasks and errands
• Intermediate Math skills
• Adaptability and flexibility to support changing organizational priorities and operational needs.
• Forward looking thinker who actively seeks opportunities and proposes reasonable solutions

PHYSICAL DEMANDS/WORKING CONDITIONS:

Duties are primarily performed in an office environment and require the operation of standard office equipment including computers, telephones, copiers, and printers. The employee must regularly sit, stand, walk, speak, hear, and use hands and arms to perform job duties. Occasional bending, stooping, kneeling, climbing, balancing, and lifting or moving items up to 20 pounds may be required. The position may require occasional evening, weekend, or event-related hours during Fair and special event operations. Occasional local travel and operation of a motor vehicle may be required in support of organizational meetings, events, errands, or operational needs.