OPS Executive Assistant - 31902042

Requisition No: 880867 

Agency: Division of Emergency Management

Working Title: OPS Executive Assistant - 31902042

 Pay Plan: Temp

Position Number: 31902042 

Salary:  $25.00/Hour 

Posting Closing Date: 08/13/2026 

Total Compensation Estimator Tool

Executive Assistant - OPS

Office of the Executive Director

Florida Division of Emergency Management

This position is located in Tallahassee, FL

The Florida Division of Emergency Management (FDEM) plans for and responds to both natural and man-made disasters. These range from floods and hurricanes to incidents involving hazardous materials or nuclear power. FDEM is the liaison between federal, state, and local agencies. FDEM prepares and implements a statewide Comprehensive Emergency Management Plan, routinely conducts extensive exercises to test state and county emergency response capabilities, provides technical assistance to local governments as they prepare emergency plans and procedures, as well as conducts emergency operations trainings for state and local government agencies.

FDEM serves as the lead agency for the State Emergency Response Team (SERT), whose primary goal is the coordination of the state’s efforts during disaster response and recovery. This coordination is conducted within the State Emergency Operations Center (SEOC) in Tallahassee. Additionally, FDEM manages the State Watch Office; the 24-hour a day operation tasked with providing situational awareness to stakeholders statewide. After a disaster, FDEM conducts damage assessment surveys and advises the Governor of the State of Florida on whether to declare an emergency and seek federal relief funds. It is against this backdrop that FDEM strives to demonstrate its mission of, “Coordinate, collaborate, and communicate with our community stakeholders for a resilient Florida”, along with our vision of “Leading the Profession in building prepared and resilient communities”.

Position Overview and Responsibilities:

This position serves as the Executive Assistant to the Executive Director for Florida Division of Emergency Management as well as the Executive Management Team, which includes two Deputy Executive Directors and Chief of Staff. The specific core functions and responsibilities include, but are not limited to:

• Represent the Executive Director’s Office as the front desk receptionist, requiring excellent customer service that coordinates with other executive level staff internally and externally.
• Assist in preparing correspondence for the Executive Management Team including email, letters, reports, etc.
• Attend meetings, record and document requests and/or assignments, and track progress until completion.
• Provide administrative support in coordination, editing, preparation, and completion of work products.
• Monitor assignments and special projects until completion and keep all informed, as necessary.
• Assist in maintaining the Executive Management Teams’ calendars and schedules.
• Process purchase orders and/or requisitions for the Executive Director’s Office. 
• Arrange and process travel for the Executive Management Team, including but not limited to authorizations and reimbursements within the Statewide Travel Management System (STMS), coordinating arrangements and bookings on multiple web platforms vendor centric (Marriott, Delta, American, etc.), and develop line by line travel itineraries for the day-to-day travel arrangements.
• Process p-card purchases and validations in P-card Works for the Executive Management Team.
• Prepare correspondence for the Executive Management Team including memorandums and reports.
• Assist in monitoring the Executive Director’s email, specifically the inbox, and assists with assigning emails to the appropriate staff within FDEM. 
• Process incoming meeting requests and assign such requests to the appropriate staff to address and/or attend.
• Maintain a central filing system supporting assigned functions, duties and responsibilities using effective organizational and filing methods which provide opportunities for knowledge transfer.
• Assist FDEM staff in monitoring incoming and ongoing audits, including maintaining a log of all active audits and deadlines for responses and other actions, as well as assisting and researching audit responses, as needed.
• Coordinate with field staff, communications staff, legislative staff, and other internal and external partners for the coordination, movement, and any paperwork (travel notebook containing speaking points, face-pages, arrangements needed) for the movement of Executive Management Team.
• Support FDEM during an activation of the State Emergency Operations Center.
• Perform other duties as assigned.

In response to emergency events, FDEM employees may be required to work irregular hours, to work more than 8 hours per day, to work extended periods (including weekends and holidays), to work at locations other than their official headquarters, and to perform duties in addition to those outlined in the employee’s position description. Employees must be able to deploy to emergency sites with limited advance notice.

Knowledge, Skills, and Abilities:

• Skill in organizational and administrative duties, including knowledge of filing and electronic records management.
• Ability to communicate effectively, both orally, and in writing.
• Ability to compose, review, and edit correspondence for grammatical and formatting corrections.
• Excellent verbal and written communication skills.
• Excellent organizational skills.
• Excellent customer service skills with the ability to communicate with executive level staff.
• Ability to handle multiple tasks under stressful/changing conditions.
• Ability to express oneself clearly and concisely, orally and in writing.
• Ability to work in a collaborative service environment and effectively contribute to team success
• Knowledge of the State of Florida travel procedures and guidelines.
• Ability to perform research and prepare reports.
• Excellent skills in the use of the Microsoft Office Suite.
• Ability to act independently to resolve problems, and to thoroughly document processes for use by others.
• Ability to manage multiple priorities and follow through on projects to completion.

Minimum Qualifications:

• Five years of experience in providing administrative assistance at an executive level, arranging and managing travel, processing p-card charges and validations, as well as auditing.
• Expert level experience using Microsoft Office Suite (Excel, Word, Outlook), and the ability to learn and navigate FDEM enterprise business systems.
• Knowledge and/or use of Power BI is preferred. Knowledge and experience in the field of emergency management is preferred.
• Knowledge and experience in the field of emergency management is preferred.
• Excellent customer service skills with the ability to communicate with executive level staff.
• Availability to work more than 10 hours per day, including weekends, and be deployed in support of disaster response for up to 14 days, if needed.

Special Notes:

The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer and does not tolerate discrimination or violence in the workplace.

FDEM is committed to successfully recruiting and onboarding talented and skilled individuals into its workforce. FDEM appreciates the service and sacrifices made by veterans and their family members and recognizes the immeasurable value veterans bring to the workplace and is committed to increasing the number of veterans that serve in its workforce.

FDEM is committed to increasing recruitment and hiring of individuals with disabilities and improving employment outcomes. An individual with a disability is qualified if he or she satisfies the skills, experience, and other job-related requirements for a position and can perform the essential functions of the position with or without reasonable accommodation. Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must contact the FDEM Human Resources Office at (850) 815-4177. FDEM requests applicants notify the Human Resources Office in advance to allow sufficient time to provide the accommodation.

The State of Florida supports a Drug-Free workplace. All employees are subject to reasonable suspicion drug testing in accordance with section 112.0455, F.S., Drug-Free Workplace Act.

Successful completion of background screening will be required for this position.

The State of Florida and FDEM participate in E-Verify. This federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States.

In response to emergency events, FDEM employees may be required to work irregular hours, to work more than 8 hours per day, to work extended periods (including nights, weekends, and holidays), to work at locations other than their official headquarters, and to perform duties in addition to those outlined in the employee’s position description. Employees must be able to deploy to emergency sites with limited advance notice.

Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the agency hiring authority and/or People First Service Center (1-866-663-4735). Notification to the hiring authority must be made in advance to allow sufficient time to provide the accommodation.

The State of Florida supports a Drug-Free workplace. All employees are subject to reasonable suspicion drug testing in accordance with Section 112.0455, F.S., Drug-Free Workplace Act.