Administrative Assistant (Level III)

Summary: Hybrid schedule requirement of a minimum of 3 days per week onsite Start date ASAP Location: Jacksonville, FL Responsibilities: Provide diverse and confidential administrative support, including extensive calendar management. Support management with administrative tasks, coordinate travel arrangements, process expenses, and gather and report information. Assist with organizing in-person meetings and off-sites, managing different and conflicting objectives, projects, or activities. Manage the schedule of the executive, including meetings, tele-presence, and travel. Coordinate and respond to correspondence and requests from outside groups and senior management. Prepare expense reimbursement and other related administrative duties. Communicate with executives and line management to gather and convey relevant information. Answer manager's phone line, document accurate messages, and handle calls with appropriate judgment. Proactively manage the calendar of multiple stakeholders, resolving conflicts professionally. Manage all travel planning and expenses, coordinating schedules for executive to maximize time and efficiency. Prepare meeting minutes and related meeting documents. Liaise with outside groups to coordinate events where the executive is a corporate chair, director, or committee member. Engage in high-level client contact and support conversations related to sensitive information. Arrange complex, detailed, and frequently changing travel plans and itineraries. Assist with various administrative aspects of department management. Requirements: 3 years experience as an Administrative Assistant or comparable level of experience as a Senior Administrative Assistant. Demonstrated ability to interact with senior level executives. Ability to work independently, multi-task, manage time wisely, and handle confidential and sensitive material with integrity. Strong executive presence and superior interpersonal communications skills. Must be proficient in MS Outlook. Ability to multi-task in an urgent and deadline-driven environment. Accuracy/quality control must demonstrate accuracy and thoroughness and monitor own work to ensure quality. Excellent attention to detail and organizational skills. Pro-active attitude with ability to stay focused and maximize time efficiently. Required Skills: Microsoft Outlook Preferred Skills: Project Administration / Tasks / Deliverables Management Administrative Services Attention to Detail Customer and Client Focus Planning Prioritization Adaptability Collaboration Event Planning Problem Solving Research Facilities Management Office Administration Oral Communications Recording/Organizing Information Written Communications