Administrative Asst/Exec. Asst 3 (5+ Years)

Aston Carter•Jackson, MS

9d•$25 - $25•Onsite

About The Position

This Administrative Assistant / Executive Assistant III role provides high-level administrative support to an office, acting as an information and communication hub while overseeing mailroom and reception operations. The position involves managing a small team, coordinating office logistics such as badge access and conference room scheduling, and performing a wide range of clerical and bookkeeping tasks. The role offers a full-time schedule Monday through Friday and has the potential to transition to a full-time permanent position if it is the right mutual fit.

Requirements

Minimum of 5 years of experience in an executive administrative or executive support role, with 5–7 years of overall administrative experience required.
Proven experience providing high-level administrative support to executives, strongly preferred.
Strong verbal and written communication skills, with the ability to convey information clearly and professionally.
Demonstrated ability to multi-task and manage competing priorities effectively in a fast-paced office environment.
Customer service skills and interpersonal skills that support positive relationships with colleagues, visitors, and stakeholders.
Ability to work independently, manage one’s own time efficiently, and take initiative with minimal supervision.
Ability to keep information organized, maintain accurate records, and handle confidential data with discretion.
Basic mentoring skills to provide support and constructive performance feedback to team members.
Proficiency with Microsoft Office applications, including Microsoft Word, Excel, PowerPoint, and Outlook.
Experience with calendar management and conference room scheduling for executives and teams.
High school diploma or GED required.

Nice To Haves

Experience acting as an information and communication manager for an office environment.
Experience in administration, administrative support, and general office management.
Working knowledge of Excel for basic data tracking, reporting, and financial documentation.
Experience with Microsoft Outlook for email management, scheduling, and coordination.
Familiarity with records management systems and document filing practices.
Ability to analyze incoming information, such as memos and reports, and determine appropriate distribution.
Comfort with basic bookkeeping tasks, including invoice coding and preparation of financial statements.
Experience arranging and supporting committee, board, and other formal meetings.

Responsibilities

Manage and provide day-to-day leadership for three employees in the mailroom and reception areas, ensuring smooth operations and coverage.
Provide hands-on support in the mailroom and reception when team members are on paid time off or when additional coverage is needed.
Perform general office duties such as ordering supplies, maintaining records management systems, and handling basic bookkeeping tasks.
Prepare invoices, reports, memos, letters, financial statements, and other business documents with a high level of accuracy and attention to detail.
Code invoices and process related documentation in a timely and organized manner.
Manage email communications, including handling information requests and routing inquiries appropriately.
Coordinate and manage badge access for employees and visitors, ensuring proper authorization and documentation.
Arrange and schedule conference rooms, including managing calendars and meeting logistics for committees, boards, and other groups.
File and retrieve corporate documents, records, and reports, maintaining organized and accessible filing systems.
Review and analyze incoming memos, submissions, and reports to determine their significance and plan appropriate distribution.
Prepare agendas and make arrangements for committee, board, and other meetings, ensuring all materials and logistics are in place.
Act as an information and communication manager for the office, helping to streamline workflows and communication channels.
Conduct research and gather information to support executives and office leadership as needed.
Maintain confidentiality of sensitive information and uphold professional standards in all interactions.
Provide basic mentoring and constructive performance feedback to support the development of mailroom and reception staff.
Work predominantly in a seated position, with occasional lifting of items up to 25 pounds as needed for office and mailroom tasks.