Salary : $75,000.00 Annually
Location : 33154, FL
Job Type: Full-Time = 1 FTE
Job Number: -1
Department: Police Department
Opening Date: 05/02/2025
Closing Date: 6/30/:59 PM Eastern
Description WORK OBJECTIVE: The Executive Assistant to the Chief of Police provides high-level administrative support to ensure the efficient operation of the police department. This position requires exceptional organizational skills, confidentiality, and the ability to manage multiple priorities in a fast-paced environment. The Executive Assistant will serve as a liaison between the Chief of Police, department staff, and external stakeholders.
Examples of Duties Key Responsibilities: 1. Administrative Support: - Manage the Chief of Police's calendar, including scheduling appointments, meetings, and travel arrangements.
- Prepare and organize briefing materials, agendas, and documents for meetings.
- Draft, proofread, and edit correspondence, reports, and presentations.
2. Communication and Liaison: - Serve as the primary point of contact for internal and external communications, including responding to inquiries and directing messages as needed.
- Coordinate communication between the Chief of Police and other department personnel, government officials, and community members.
3. Meeting Coordination: - Organize and facilitate departmental and community meetings, including logistics, agenda preparation, and minute-taking.
- Track action items and follow up on issues arising from meetings to ensure timely resolution.
4. Project Management: - Assist in the planning and implementation of special projects and initiatives related to departmental goals.
- Monitor project timelines, outcomes, and budget compliance.
5. Confidential Records Management: - Maintain confidential files and records pertaining to department operations, personnel, and investigations.
- Ensure compliance with legal and departmental policies related to record-keeping.
6. Research and Analysis: - Conduct research on policing trends and best practices, gathering data to support the Chief of Police in decision-making.
- Prepare analytical reports and summaries as needed for strategic planning sessions.
7. Event Planning: - Plan and coordinate departmental events, community outreach initiatives, and public relations activities.
- Collaborate with other departments to ensure successful execution and promotion of events.
8. Budget and Financial Assistance: - Assist in monitoring budget expenditures and preparing financial reports as directed by the Chief of Police.
- Help with procurement processes and vendor coordination.
Minimum Qualifications Qualifications: - Bachelor's degree in Business Administration, Public Administration, or a related field (preferred).
- Minimum of 3-5 years of experience in an executive or administrative support role, preferably within a law enforcement or government setting.
- Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and various office management software.
- Exceptional organizational and time-management skills, with a high attention to detail.
- Excellent written and verbal communication skills.
- Ability to maintain confidentiality and exercise discretion in handling sensitive information.
- Strong interpersonal skills and the ability to work effectively with diverse stakeholders.
Supplemental Information Working Conditions: - This position typically operates in an office environment within the police department.
- Occasional evening or weekend work may be required for events and crises.
- May involve managing stressful situations related to law enforcement activities.
DISCLAIMER: INTENT AND FUNCTION OF JOB DESCRIPTIONS Job descriptions are not intended as and do not create employment contracts. The organization maintains its status as an at-will employer. Employees can be terminated for any reason not prohibited by law.
Job descriptions assist organizations in ensuring that the hiring process is fairly administered and that qualified employees are selected. They are also essential to an effective appraisal system and related promotion, transfer, layoff, and termination decisions. Well constructed job descriptions are an integral part of any effective compensation system.
All descriptions have been prepared in an attempt to illustrate the jobs functions and basic duties, in addition to 'peripheral tasks' or that could generally be considered "other duties as assigned". In no instance, however, should the duties, responsibilities, and requirements be interpreted as all-inclusive. Additional functions and requirements may be assigned by supervisors as deemed appropriate. Requirements, skills, and abilities included have been determined to illustrate the minimal standards required to successfully perform the positions.
The Town of Bay Harbor Islands is an Equal Opportunity Employer. In compliance with United States Equal Employment Opportunity guidelines and the Americans with Disabilities Act, the Town of Bay Harbor Islands provides reasonable accommodation to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.
We offer a complete benefits package to full-time employees including health care, dental, vision, retirement, deferred compensation plans, life insurance, long-term & short-time disability, holidays, vacation and sick leave, and personal days.
To learn more details, visit our benefits page at: