The Administrative Assistant will act as a key contact and provide administrative office support for staff, visitors and various departments across the organization from our Jacksonville, FL location. Responsibilities include companywide communications, presentations, prioritizing tasks, and assisting with meetings and event planning. The role also involves coordinating office logistics, processing expense reports, supporting new hire onboarding, and providing administrative support to the People & Culture Team as well as the Culture and Engagement Committee.
PRIMARY RESPONSIBILITIES
Refers inquiries as appropriate or gathers information for follow-up.
Acts as a liaison or point of contact and resource for staff, visitors, and various departments.
Will organize and arrange travel plans to include itineraries, agendas and all trip logistics.
Works closely and effectively with senior management to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
Compile special reports, letters, and companywide communications using various software tools, including Word, Outlook, Excel, and PowerPoint.
Will prepare and edit presentations and other documents incorporating branding specifications.
Prioritizes conflicting needs; is proactive, and follows through on projects to successful completion, often with deadline pressures.
Assists with special event planning and preparation of meeting rooms, including determining attendees, flow of information to attendees, catering, location, hotel negotiations etc.
Plays an integral role as administrative support to the Culture and Engagement Committee, such as communications, planning, scheduling and purchasing food and supplies.
Will assist with processing and organization of expense reports for senior management.
Coordinate office logistics, such as ordering supplies, managing office equipment and vendor relationship, scheduling shredding, pest control and plumbing services. Maintaining cleanliness standards of meeting rooms, and handling mail and package distribution.
Support of transportation logistics (i.e. issuing fuel cards, maintain fuel system and pins, maintaining policy documents)
Gear Store administrator.
New Hire On boarding support.
Provide centralized administrative support to the People & Culture Team as needed.
Support special projects as they arise.
REQUIRED EDUCATION
High school diploma or equivalent.
Bachelor's degree preferred.
REQUIRED EXPEIRENCE
Will have the ability to exercise good judgement in a variety of situations.
Must have the ability to work independently on projects and at times to handle various deadlines.
Advanced proficiency with all MS Office programs.
Excellent interpersonal skills.
Excellent Oral and Written communication. Communications background a plus.
Proven ability to prioritize multiple time sensitive projects, including reports and presentations.
Ability to maintain highly confidential information.