Executive Assistant & Government Affairs Coordinator

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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.