Executive Assistant, Engineering and Construction

| **Title of Position:** **Reports To:** **Pay Grade:** **Annualized Salary:** **Posting Dates:** | | **Executive Assistant, Engineering and Construction** Senior Director, Engineering and Construction 615 $47,225 to $65,900 July 16, 2026 to July 30, 2026 (5:00 p.m.) or until filled | | --- | --- | --- | | | | (Internal & External Posting) | # **JOB SUMMARY** This position provides high-level administrative and operational support of a complex and confidential nature to the Engineering and Construction Senior Director and department staff. Exercising independent judgment, it supports permitting and regulatory filings and serves as a key liaison among port executives, departmental teams, terminal operators, engineering teams, and government agencies. May provide assistance and backup to other administrative staff as needed. **ESSENTIAL FUNCTIONS** **General Office & Administrative Support** - Performs various administrative duties in support of the Senior Director and department staff, organizing and expediting the flow of work through the office to ensure timeliness and quality. - Generates and maintains mailing lists; sorts and distributes incoming mail; and ensures outgoing mail is properly packaged for timely delivery. - Monitors inventory of office supplies and initiates replenishment by creating and processing purchase orders, in accordance with office policies and procedures. - Monitors office equipment performance and schedules and coordinates timely maintenance and repair. - Coordinates the processing of leave-of-absence and attendance records for staff and maintains corresponding files. - Provides backup support to other administrative staff as needed, including backup processing of software platform (Trimble e-Builder) transactions. **Stakeholder Liaison & Communications** - Serves as the primary point of contact between the Engineering & Construction department and other port divisions, such as Finance, Maritime Operations, Legal, and Maintenance. - Communicates and coordinates the executive's instructions and priorities with various individuals and departments. - Monitors and screens incoming calls and visitors, directing them to the appropriate person; answers routine questions within a scope of knowledge and routes calls, messages, and inquiries to the appropriate source. **Permitting & Regulatory Compliance Support** - Assists department staff in preparing and filing permit packages and sovereign submerged land lease and easement applications with authorities having jurisdiction (e.g., City of Jacksonville, U.S. Army Corps of Engineers, and the Florida Department of Environmental Protection). - Coordinates with regulatory bodies to track the status of submissions. - Serves as the administrative conduit for submitting compliance certificates, environmental mitigation reports, and safety data to agencies such as the EPA, U.S. Coast Guard, and U.S. Army Corps of Engineers. **Records, Documentation & Information Management** - Maintains all centralized files, office manuals, slides, documentation, and special files, including record retention programs, in accordance with JAXPORT policy and applicable laws and regulations. - Maintains all JAXPORT-owned property records. - Logs, tracks, and archives critical engineering blueprints, task authorizations, and field change directives. - Prepares, notarizes, and distributes legal documents as required in support of department operations. - Handles highly confidential records and information pertaining to the work of the division with appropriate discretion. **Contract & Procurement Administration** - Assists in assembling Requests for Proposals (RFPs), tracking contract approvals, and routing execution signatures for external vendors. - Tracks and maintains accurate logs of contract compliance documents (e.g., Certificates of Insurance, SEB forms, contract expiration dates). - Creates and processes purchase orders for consulting services (e.g., engineering, surveying, env…